Tumour Bank Coordinator

The Research Institute of St. Joe's Hamilton; Hamilton; On-site; CAD 70,000 - 85,000; Full time

Job summary

A healthcare research institute in Hamilton is seeking a Tumour Bank Coordinator to manage the Ontario Tumour Bank program. This role involves coordinating tissue handling, recruiting patients, and maintaining data standards. Ideal candidates will have an Undergraduate Degree in Pathologists’ Assistant, experience in clinical settings, and strong organizational skills. This position demands effective communication with a multidisciplinary team to uphold research standards.

Qualifications

• 3-5 years of recent related experience in a clinical setting.
• Experience with hospital databases and MS Windows environment.
• Demonstrated physical ability to perform the duties of the job.

Responsibilities

• Manages the tissue collection, processing, and storage processes.
• Performs gross assessment of tissue and dissects organ for tumour location.
• Completes Pathology case report forms within OICR LabVantage database.

Skills

Attention to detail

Communication skills

Time management

Leadership skills

Analytical skills

Team building

Education

Undergraduate Degree in Pathologists’ Assistant

Good Clinical Practice Course

Citi web course on Research Ethics

Tools

Hospital EMR (EPIC)

OICR LabVantage Database

Cryopreservation equipment

Job description

Recruitment Partner - People, Culture and Diversity

POSITION SUMMARY:

The Tumour Bank Coordinator is a specially trained professional who coordinates day to day activities of the Ontario Tumour Bank program at St. Joseph's Healthcare Hamilton Ontario collection centre site.

This individual, preferably an experienced Pathologists’ Assistant, coordinates the day-to-day activities of the program in relation to tissue handling, sample accrual, facility maintenance, lab operations, lab and data auditing and is a member of the Lab Management Committee. They will work in close collaboration with the Principal Investigator (PI) and with a multidisciplinary team (Pathologists, Surgeons, Peri-Op Nurses, CRC, Pathologist Assistants, pathology lab staff) to ensure that rigorous research and sample and data collection standards are maintained. The individual is preferably trained in human gross anatomy along with gross dissection of complex pathology specimens (all organs), tissue cryopreservation and operating biobanking lab equipment (i.e., centrifuge, liquid nitrogen freezers, etc.).

The Tumour Bank Coordinator is also responsible for planning and carrying out processes of the program including patient recruitment and informed patient consent and capturing clinical data from a wide range of databases and input the data in OICR’s LabVantage Biobank Database. The Coordinator responds to research data queries and completes additional data as per various researchers and research projects needs as required by OICR.

QUALIFICATIONS:

• Undergraduate Degree in Pathologists’ Assistant preferred
• Professional Membership CCCPA/CAP preferred
• 3-5 years recent related experience in a clinical setting or an equivalent combination of education, training and experience.
• Previous pathologist assistant experience an asset
• Ability to work quickly, accurately and independently
• Must maintain confidentiality and adhere to hospital and laboratory policies
• Experience with hospital EMR (EPIC) an asset; including databases and MS Windows environment
• Demonstrated interpersonal skills including the ability to communicate effectively, both verbally and in writing.
• Demonstrated attention to detail and organizational skills.
• Demonstrated ability to be self‑motivated, manage time, and work independently.
• Demonstrated ability to operate related equipment and use related software.
• Demonstrated physical ability to perform the duties of the job.
• Good Clinical Practice (GCP) Course (preferred)
• Citi web course on Research Ethics (preferred)
• Familiarity with practice of oncology
• Knowledge of clinics, hospital, department procedures and policies preferred
• Experienced in obtaining informed patient consent
• Blood processing and phlebotomy skills sets
• Some training in tissue cryopreservation or willingness to learn
• Able to plan, execute and manage projects
• Leadership and team building skills
• Good analytical and problem‑solving skills
• Punctual and regular attendance and able to be flexible for working schedule

RESPONSIBILITIES:

• Manages the tissue collection, processing and storage processes.
• Paged to operating rooms to receive tissues, organs and blood samples immediately removed from surgery.
• Performs a gross assessment of tissue, paints margins and dissects organ to assess tumour location and size. Tumour and normal adjacent tissues are dissected for Tumour Bank accrual.
• Specimens are placed in formalin and transferred to Pathology for routine processing. If needed, information is passed on to clinical PA's who are going to complete the gross dictation.
• Interacts and corresponds with PI, hospital staff/departments, local oncologists, surgeons, pathologists, operating room (OR) staff, pathology leadership, research leadership.
• Accessions/registers donors’ samples within OICR LabVantage database, processes blood and tissue samples prior to cryopreservation, cryopreserves tissue samples, all within 30 minutes of devitalisation of tissue.
• Shipments to OICR and Researchers as required.
• Completes Pathology case report forms (CRFs) within OICR LabVantage database.
• Completing clinical data at patients follow up at 6 months, 3 yrs. and 5 yrs. intervals for all patients recruited in the project.
• Abstracting data from multiple databases for every case and recording in OICR LabVantage database.
• Requesting and getting paper charts and/or clinic transcript notes for clinics that have not provided electronic access to Tumour bank.
• Clinical data on patients' history, family history, past history, treatment and chemotherapy histories is completed for every case.
• Researcher specific Case report forms are completed as needed by OICR.
• These CRF's may require additional/extensive data details that are not recorded for all Tumour bank donors.
• Internationally recognized research projects has utilized samples from OICR Tumour Bank and has requested project specific case report forms to be completed by the sites and primarily research coordinator.
• Answering data queries received from Researchers.
• Performs Tumour Bank‑related administrative tasks (i.e., documentation, stats analysis).
• Oversees maintenance of the OTB lab and equipment (i.e., liquid nitrogen freezer, centrifuge, liquid nitrogen tank, safety, etc.).
• Attends training and education sessions as requested by OICR and/or the PI.
• Participating in peer‑review data audit with colleagues at other collection centres and creating case study scenarios for discussions.
• Preparing audit reports.
• Prepares for and participates in monitoring visits and audits from OICR.
• Member of Tumour Bank Local Management Committee.
• Plans and conducts subject recruitment and identification activities.
• Obtaining informed consent: Prospectively in PAAU or other clinics/departments; providing patient education, answering patient concerns about privacy.
• Explaining the consent form and all project details thoroughly to the patient and answering all the questions, explaining all rights and responsibilities of the project participant, and providing time to patient to read and make a free, informed consent.