Third-Party IVF Coordinator

Third-Party IVF Coordinator

Location: Tarzana, CA

Job Type: Full-Time

Position Overview

We are seeking an experienced Third-Party IVF Coordinator to join a high-volume reproductive medicine clinic in Tarzana, CA. This role is responsible for coordinating donor-related reproductive services including sperm, oocyte, and embryo donation programs while ensuring compliance with FDA regulations and internal clinical protocols.

The ideal candidate will oversee the full donor cycle process-from screening and documentation through tissue storage, inventory management, and IVF cycle coordination-ensuring smooth and compliant execution of third-party reproductive services.

Key Responsibilities

FDA Compliance & Documentation

• Ensure donor materials (sperm, oocytes, embryos) comply with FDA regulations and clinic protocols
• Maintain complete and accurate donor records including:
• Medical history
• Infectious disease testing
• Genetic screening
• Ensure required testing/retesting is completed within regulatory timelines
• Keep donor files audit-ready at all times

Donor Screening & Coordination

• Coordinate recruitment and screening of sperm and egg donors
• Manage donor medical, infectious disease, and genetic testing
• Communicate with donors throughout screening process
• Confirm donor clearance prior to treatment cycle use

Tissue Management, Storage & Logistics

• Coordinate collection, cryopreservation, and release of donor tissue
• Manage shipment/transport of donor materials with external agencies, banks, and storage facilities
• Ensure all shipments include proper documentation
• Track tissue location, availability, and expiration dates

IVF Cycle Coordination

• Coordinate donor cycles with recipient patients and clinical team
• Align donor availability with patient readiness and laboratory scheduling
• Coordinate timing for retrievals, fertilization, and embryo transfers
• Serve as operational point of contact for third-party IVF cycles

Inventory & Tracking

• Maintain accurate donor inventory and utilization records
• Monitor expiration dates and donor material availability
• Update EMR/internal systems for real-time tracking
• Prepare audit/compliance/internal tracking reports

Collaboration & Communication

• Act as liaison between donor banks, agencies, storage facilities, and internal teams
• Collaborate with physicians, embryologists, nursing, and financial teams
• Support internal staff on FDA/third-party coordination guidelines

Required Qualifications

Must-Have Experience

• Minimum 1 year of IVF/Fertility Clinic experience (Required)
• Phlebotomy experience (Required - Deal Breaker if Absent)
• Strong understanding of fertility cycles and reproductive medicine workflows
• Experience creating and managing IVF cycle calendars
• Knowledge of fertility medications and patient medication instruction
• Ability to manage multiple time-sensitive IVF cycles simultaneously
• Strong documentation and organizational skills

Preferred Qualifications

• Experience with third-party reproductive coordination
• Familiarity with donor egg, sperm, and embryo programs
• Experience with IVF EMR systems such as nAble IVF
• Knowledge of FDA donor tissue compliance processes

Schedule

Standard Hours

• Monday - Friday
• 8:00 AM - 5:00 PM

Additional Requirements

• Rotating weekend on-call coverage (approximately 4-6 hours)
• After-hours support as needed

Benefits

• Medical Insurance
• Dental Insurance
• Vision Insurance
• 401(k)
• Paid Time Off
• Paid Holidays
• Vacation Time