Biorepository Coordinator I PMI

Biorepository Staff Member

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization: PMI CHTN

Job Summary:

The Biorepository Staff Member is responsible for supporting the day-to-day operational functions of the biorepository, including the procurement of human biospecimens from surgical pathology, patient consent, specimen shipping, data entry, and quality assurance/quality control (QA/QC). Staff are expected to develop competency across all operational areas of the biorepository and will rotate through each area as experience and proficiency are established. As a result of this rotational model, scheduled work hours and shift assignments are subject to change in accordance with the operational needs of the biorepository and the area to which the staff member is currently assigned. Because each operational area functions under different collection and processing schedules including early morning surgical start times, patient pre-operative consent windows, and shipping carrier pickup deadlines scheduled hours and shift start/end times will vary accordingly. Candidates will initially be placed in the operational area most closely aligned with their prior experience and demonstrated competencies, with rotation into additional areas occurring as proficiency is established and operational needs require.

Key Responsibilities

Consent:

• Identify eligible patients from surgical schedules and coordinate consent activities in advance of scheduled procedures
• Present study information to patients and/or their authorized representatives in a clear, objective, and non-coercive manner
• Obtain and document informed consent in accordance with IRB requirements, institutional policies, and applicable federal regulations
• Maintain accurate and auditable consent records within the LIMS and/or institutional document management system

Procurement:

• Perform accurate and timely data entry of specimen collection, processing, storage, and transfer records into the LIMS
• Conduct routine QA/QC audits of specimen records, including reconciliation of physical inventory against LIMS data and identification of documentation discrepancies
• Flag and escalate data integrity issues, SOP deviations, or specimen quality concerns to the Biorepository Manager in accordance with established reporting procedures
• Support the preparation of QA/QC reports, audit documentation, and regulatory compliance records as directed

Shipping:

• Prepare specimens for shipment in accordance with IATA Packing Instruction biological substances (Category B) and applicable IATA Dangerous Goods Regulations
• Verify chain-of-custody documentation and ensure accurate specimen labeling with 2D barcode or linear barcode identifiers prior to shipment
• Coordinate with receiving institutions to confirm shipping requirements, confirm receipt, and document chain-of-custody transfer in the LIMS
• Maintain shipping logs and investigate and document any temperature excursions, shipping delays, or specimen integrity concerns

Data Entry & Quality Control:

• Perform accurate and timely data entry of specimen collection, processing, storage, and transfer records into the LIMS
• Conduct routine QA/QC audits of specimen records, including reconciliation of physical inventory against LIMS data and identification of documentation discrepancies
• Flag and escalate data integrity issues, SOP deviations, or specimen quality concerns to the Biorepository Manager in accordance with established reporting procedures
• Support the preparation of QA/QC reports, audit documentation, and regulatory compliance records as directed

Minimum Qualifications

Bachelor of Science degree in a biological science, clinical laboratory science, or related field required

Prior experience in a clinical laboratory, pathology, or research setting preferred

Familiarity with LIMS platforms, biospecimen handling, or clinical research operations preferred

Strong attention to detail, documentation accuracy, and the ability to work independently under defined protocols

Effective interpersonal and communication skills required for patient-facing consent activities

Our Academic Enterprise is one of the nation's longest serving and most prestigious academic medical centers. Through its historic bond with Vanderbilt University and integral role in the School of Medicine, Vanderbilt Health cultivates distinguished research and educational programs to advance a clinical enterprise that provides compassionate and personalized care and support for millions of patients and family members each year.

World-leading academic departments and comprehensive centers of excellence pursue scientific discoveries and transformational educational and clinical advances across the entire spectrum of health and disease.

Aligning with Vanderbilt Health's Strategic Directions, the Office of Research provides shared research resources, administrative expertise and professional guidance to enable the trans-disciplinary environment and highly collaborative culture that advances discovery and training for all the research faculty, trainees, students and staff.

Core Accountabilities:

• Organizational Impact: Delivers job responsibilities that impact own job area/team with some guidance. Problem Solving/ Complexity of work: Uses existing procedures, research and analysis to solve standard job related problems that may require some judgement. Breadth of Knowledge: Requires subject matter knowledge within a professional area to meet job requirements. Team Interaction: Individually contributes to project/ work teams.
• Core Capabilities :
• Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns to supervisors in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond. - Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively :- Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.- Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications:

Responsibilities:

Certifications :

Work Experience :

Relevant Work Experience

Experience Level :

Less than 1 year

Education :

Bachelor's

This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled.