Shipping Coordinator

Shipping Coordinator

Fertility Associates of Memphis is seeking a dedicated, full time, Shipping Coordinator to join our team at our Memphis location. This individual will thrive in a fast-paced clinical setting, love being part of a team, and find deep purpose in helping people on their path to parenthood. This role is Monday-Friday; on-call availability may be required to accommodate time-sensitive shipments.

The Shipping Coordinator is responsible for the safe, compliant, and timely coordination of all inbound and outbound shipments of cryopreserved reproductive tissue (embryos, oocytes, and sperm) and related laboratory materials. This role ensures strict adherence to chain-of-custody protocols, regulatory requirements, and carrier specifications while serving as the primary point of contact for patients, referring clinics, and receiving facilities regarding specimen transport.

Essential Duties and Responsibilities:

• Coordinate outbound and inbound shipment of frozen reproductive tissue (embryos, oocytes, sperm) using validated dry shippers/cryoshippers.
• Verify patient identifiers, chain-of-custody documentation, and required consent forms prior to releasing any specimen for shipment.
• Schedule and track couriers (e.g., CryoPort, World Courier, or approved carrier) and monitor shipments in transit through delivery confirmation.
• Monitor dry shipper charge/hold times, liquid nitrogen levels, and container compliance prior to each use.
• Ensure all shipments comply with FDA 21 CFR Part 1271, CAP/CLIA requirements, ASRM guidance, and IATA/DOT hazardous materials regulations applicable to biological substances and dry ice.
• Maintain accurate, audit-ready shipping and receiving logs, including specimen counts, dates, carriers, and witness sign-offs.
• Inspect incoming shipments for temperature integrity, container condition, and documentation completeness; report and escalate any discrepancies immediately.
• Coordinate with embryology staff on witnessed specimen loading and unloading procedures.
• Communicate proactively with patients, referring clinics, and receiving facilities regarding shipment status, delays, or required action.
• Maintain inventory of shipping supplies, including dry shippers, absorbent packaging, biohazard labeling, and documentation forms.
• Prepare and maintain import/export documentation for international shipments as applicable.
• Support CAP inspection readiness and internal audits by maintaining organized, retrievable shipping records.
• Escalate any specimen or chain-of-custody discrepancy to the Lab Director immediately per lab SOP.
• Other duties as assigned.

Qualifications:

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.
• Prior experience in medical/laboratory shipping, cryopreservation logistics, or healthcare logistics strongly preferred.
• Familiarity with IATA/DOT hazardous materials shipping regulations (dry ice, Category B biological substances) preferred.
• Experience with dry shipper/cryoshipper handling preferred; willingness to train if not previously certified.
• Strong attention to detail and organizational discipline; this role has zero tolerance for documentation error.
• Ability to manage time-sensitive, high-consequence logistics under deadline pressure.
• Excellent written and verbal communication skills for interfacing with patients, referring clinics, and couriers.
• Proficiency with standard office software and laboratory information/inventory systems.
• Ability to lift and transport dry shippers and shipping containers (up to approximately 25–30 lbs).
• Ability to safely handle cryogenic materials using appropriate personal protective equipment.
• Ability to stand, bend, and move within laboratory and shipping/receiving areas for extended periods.

Work is performed primarily within the IVF laboratory and shipping/receiving area. Exposure to cryogenic materials, liquid nitrogen vapor, and biological specimens requires consistent use of PPE and adherence to lab safety protocols.

Ivy Fertility is an equal opportunity employer. Employment decisions are based on merit, qualifications, performance, and business needs. Ivy Fertility does not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, sex, sexual orientation, gender identity or expression, veteran status, or any other status protected by applicable federal, state, or local law.