Cryostorage Administrative Specialist

Reprotech, LLC; Trumbull (CT); On-site; USD 42,000 - 64,000; Full time

Job summary

Reprotech, LLC is seeking a Cryostorage-Administrative Specialist to conduct day-to-day office activities supporting long-term reproductive tissue storage. Responsibilities include inventory management, shipping coordination, billing tasks, and customer communications, all within a regulatory framework.

The role requires strong organizational and communication skills, on-site presence, and the ability to work independently as part of the Biorepository team.

Qualifications

• Bachelor’s degree in a science-related field or equivalent experience.
• Experience in reproductive medicine, health sciences, or a related lab setting.
• Ability to read small print and perceive color differences.
• Ability to perform on-call responsibilities as required.
• Professional communication with clients (clinics) and patients.

Responsibilities

• Enter new and return inventory into inventory system.
• Review electronic files for testing and forms required for storage.
• Answer phone inquiries and coordinate shipments of Client Depositor specimens.
• Prepare shipping forms and documents; pack tanks and document transfers.
• Perform specimen pick-up/delivery and verify transfers.
• Manage accounts receivable/invoicing tasks; use Acumatica.
• Create UPS Airbills; assist with embryo/tissue ownership transfers.
• File maintenance/archiving of tank room documents; process inbound client documents.
• Monitor and document storage tank conditions; quarterly maintenance tasks.

Skills

Communication

Phone communication

Written communication

Organizational skills

On-call

Attention to detail

Customer service

Education

Science degree

Laboratory/repository experience

Tools

Acumatica

DocuSign

UPS shipping

Job description

Description

Position Title: Cryostorage-Administrative Specialist

Location: Onsite

Job Status: Non-Exempt

Reports to: Biorepository Director

• 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
• Monitor accounts receivable and contact clients regarding past-due balances as needed
• 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 in a science-related field required (e.g., Biology, Chemistry, Environmental Science, or related discipline) and/or candidates with equivalent working laboratory or repository experience
• 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 telephone 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