Lead Lab Administrative Assistant

QualDerm Partners LLC; Lombard (IL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive Pay

Health Coverage

401(k) Plan

PTO & Holidays

Life Insurance

Disability Coverage

Wellness Plans

EAP

Employee Discounts

Referral Bonus

Job summary

QualDerm Partners LLC seeks a Lead Lab Administrative Assistant to oversee daily pathology lab operations and provide administrative support. You will coordinate specimen intake, QA, and documentation while supporting patients, physicians, and clients.

You’ll train Lab Administrative Assistants and step in for the Lab Manager as needed. Key duties include processing specimens, EMR data entry, slide accessioning, and ensuring compliance with CLIA and CAP guidelines.

Qualifications

• Dependable, highly organized, and committed to accuracy.
• High school diploma or equivalent required; dermatology experience a plus.
• Dermatology practice or office experience is a plus.
• 1–3 years of experience in a lab setting preferred.

Responsibilities

• Provide day-to-day oversight and administrative support for the pathology laboratory.
• Coordinate specimen intake, quality assurance, documentation, and workflow.
• Train Lab Administrative Assistants and assist the Lab Manager when unavailable.
• Enter patient and specimen information into the EMR and document incoming specimens.
• Accession pathology reports and retrieve charts for physician review.
• Maintain accurate records following CLIA and CAP guidelines.
• Monitor inventory and ensure proper storage of supplies.

Skills

Organizational skills

Communication skills

Attention to detail

Education

High school diploma or equivalent

Job description

Join a Team That’s Making a Difference in Dermatology

At QualDerm Partners, we’re committed to delivering extraordinary clinical care and an exceptional patient experience at every step of the journey. Our Illinois-based team of board-certified specialists provides comprehensive medical dermatology care, including skin cancer surveillance and treatment.

Just as important as the care we provide is the culture we create. Our collaborative, family-like environment empowers team members to do their best work while ensuring every patient feels welcomed, respected, and cared for—from the first phone call through every visit.

About the Role

We are seeking an organized, detail-oriented Lead Lab Administrative Assistant to provide day-to-day oversight and administrative support for our pathology laboratory. In this important role, you will help coordinate specimen intake, quality assurance, documentation, communication, and workflow while supporting an excellent experience for patients, physicians, and laboratory clients.

You will also serve as a trusted resource for Lab Administrative Assistants, helping answer questions, provide training, and make patient-focused decisions when the Lab Manager is unavailable.

What You’ll Do

• Serve as a subject matter expert and provide guidance and training to Lab Administrative Assistants.
• Make timely, patient-centered decisions regarding specimens when the Lab Manager is unavailable.
• Receive, process, and accurately document incoming specimens.
• Enter patient and specimen information into the electronic medical record.
• Log incoming slides and prepare them for physician review.
• Accession pathology reports and retrieve charts for physician review.
• Assemble cases and ensure slides are matched with the correct patient requisition information.
• Prioritize STAT cases and ensure they reach the pathologist as quickly as possible.
• Review slides and documentation for completeness and accuracy.
• File and store slides, blocks, laboratory records, and related materials appropriately and in accordance with applicable laws.
• Coordinate outside materials needed for review.
• Support laboratory quality control and quality assurance processes.
• Maintain accurate paper and electronic records in accordance with CLIA and CAP guidelines.
• Help maintain current laboratory policies and procedures.
• Monitor inventory, order laboratory supplies and equipment, and ensure supplies are stored properly.
• Follow all safety regulations and precautions outlined in the Laboratory Safety Manual.
• Maintain a clean, safe, and orderly laboratory environment.
• Assist with distribution, filing, special projects, and other tasks assigned by the Lab Manager.
• Maintain compliance with the company’s Compliance Program, Code of Conduct, and Mission and Values.
• Treat patients, physicians, colleagues, and visitors with dignity and respect.
• Perform additional duties as needed to support successful laboratory and company operations.

What Will Help You Succeed

The ideal candidate is dependable, highly organized, and committed to accuracy. You communicate clearly, manage competing priorities effectively, and understand the importance of handling every patient specimen with urgency and care. You also enjoy supporting others, improving workflows, and contributing to a collaborative team environment.

If you’re ready to bring your leadership, attention to detail, and commitment to patient care to a growing dermatology organization, we’d love to hear from you.

Benefits of joining Qualderm Partners:

• Competitive Pay – Attractive compensation to reward your hard work
• Comprehensive Health Coverage – Includes Medical, Dental, and Vision plans to keep you covered
• Generous 401(k) Plan – Company matches 100% of the first 3%, plus 50% of the next 2%, with immediate vesting
• Paid Time Off (PTO) – Accrue PTO from day one, plus enjoy 6 paid holidays and 2 floating holidays each year
• Company-Paid Life Insurance – Peace of mind with basic life coverage, with the option for additional plans
• Disability Protection – Short-term and long-term disability coverage to protect you in unexpected circumstances
• Additional Wellness Plans – Accident, critical illness, and identity theft protection plans for extra security
• Employee Assistance Program (EAP) – Access confidential support for personal or work-related challenges
• Exclusive Employee Discounts – Save on products and services with special discounts just for you
• Referral Bonus Program – Earn bonuses by referring qualified candidates to join the team

• High school diploma or equivalent.
• Dermatology practice or office experience a plus.
• Minimum of one to three years of experience in a lab setting preferred.

QualDerm Partners is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Applicants must be currently authorized to work in the United States in a full-time basis.