Cryostorage Administrative Specialist

Description Cryostorage-Administrative Specialist – Job Description Position Title: Cryostorage-Administrative Specialist Location: Onsite Job Status: Non-Exempt Reports to: Biorepository Director Date Prepared: 1/31/24; Rev 5/21/25; 7/09/25; 11/05/25; 10/28/26 For over 30 years, Reprotech has been the expert in long-term reproductive cryostorage. We are a trusted cryostorage facility that provides extended storage services to both IVF centers and oncology professionals. Operating across the United States, Reprotech maintains a substantial presence with five strategically located facilities, serving our valued patients and the network of esteemed reproductive laboratories with which we collaborate closely. Position Summary Responsibilities include performing the day-to-day activities of the designated office which provides long-term storage of reproductive tissues. These activities include tank testing and maintenance, inventory of specimens, shipping and receiving of specimens, termination of specimens, as well as performing pickup and deliveries of reproductive tissue. It also includes receiving incoming calls and inquiries, responding to emails, opening accounts, scheduling, as well as some billing and collection activities. It is expected that all Cryostorage-Administrative Specialists work both independently and as an integral member of the office team and have a deep understanding of all ReproTech systems and procedures. Detailed Duties & Responsibilities Enter new and return inventory into inventory system Review electronic files for all testing and forms required for specimen storage Answer phone inquiries Work with clinics to schedule & coordinate the shipment of Client Depositor specimens Prepare shipping forms and documents Pack shipping tanks and document transfer verification Perform specimen pick-up and deliveries, both via in-person visits to clinics and via shipping courier Add/remove specimens from storage Document the termination of accounts Final disposition of specimens Weekly addition of liquid nitrogen to storage and shipping tanks Weekly testing and documentation of storage tank monitoring systems Yearly QC Preventative Maintenance Testing of shipping tanks Ongoing maintenance of storage and shipping tanks, including cleaning mushrooms, and labeling tanks and mushrooms On-call responsibility as required Monitor shipments Train new hires on essential job duties under the supervision of the Biorepository Director and Assistant Biorepository Director Maintain a working knowledge of applicable regulatory agencies such as FDA and their related regulatory requirements for the shipping and storage of reproductive tissue. Stay current on all Reprotech policies and procedures, including Reprotech Office Manual, Employee Handbook, SOPs, and complete required training for regulatory compliance, such as OSHA and HIPAA. Assist with Change Order revisions ESSENTIAL DUTIES and RESPONSIBILITIES ADMINISTRATIVE SPECIALIST Client Depositors: document prospective Client Depositor account status, record data, create invoices, and receive payments in Acumatica Client Depositors: create accounts, coordinate correspondence, obtain required forms or documents, review all accounts for accuracy. Create UPS Airbills, as needed Assist with transfer of ownership pertaining to embryo/tissue donation as needed File maintenance/archiving of tank room documents Process inbound client documents, adding notes to client account in Acumatica and delivering information to appropriate staff Receive, sort, and distribute mail, and process checks DocuSign File organization/review/follow-up File Reviews Follow up on Auto Charge Declines, Financial Assistance, Minor Clients, Deceased Client Depositors, etc. Third Party billing tasks as assigned Provide Documents, links, and brochures to appropriate clients and clinics Assist in monthly invoicing tasks as needed Inactive Accounts: file maintenance/disposition of documents Contact clients for updated addresses/contact information as needed Additional Duties and Responsibilities Assist with special projects as assigned by supervisors or management Perform duties as outlined and other duties as assigned Working with site team to identify areas of needed improvement or updates Working with site team to identify and streamline processes Order Office Supplies Quarterly recording of marketing supplies and inventory Reasonable accommodation may be given to qualified individuals with disabilities to perform the essential functions of the job. Education/Experience Bachelor’s degree required Preferred degree in a science-related field (e.g., Biology, Chemistry, or related discipline) and/or candidates with equivalent working laboratory or repository experience Preferred experience in the reproductive medical field, health sciences, or laboratory and a working knowledge of reproductive terminology Ability to perceive differences in colors and read very small print consistently Ability to perform on-call responsibilities as required Ability to communicate with potential and current clients (clinics) and patients in a professional manner Excellent communication skills Excellent elephone and written communication skills Excellent organizational skills with a strong attention to detail required Flexibility and a positive attitude are essential Physical requirements which include excellent fine motor skills, lifting 30+ lbs., bending and standing on feet for extended periods #J-18808-Ljbffr Reprotech LLC