Repository Technician

southafrica-fhcrc; Cape Town; On-site; ZAR 985,000 - 1,559,000; Full time

Job summary

Fred Hutchinson Cancer Center in Seattle is seeking a Repository Technician to manage the laboratory biospecimen repository, ensure specimen integrity, and maintain strict GCLP compliance.

You will perform accessioning, storage, retrieval, and chain‑of‑custody documentation, generate thaw lists, oversee cold‑chain logistics, and train staff on SOPs while coordinating with internal teams and external collaborators.

Qualifications

• Bachelor’s degree or equivalent in a relevant biomedical field.
• Minimum 5 years’ experience in a GCLP‑compliant lab.
• Experience with LIMS for specimen management; LDMS and LabWare advantageous.
• Valid IATA certification for international shipments.
• Proficient in MS Office (Excel) and documentation management.

Responsibilities

• Oversee day-to-day operation and organization of the specimen repository, ensuring specimen integrity, traceability, and uninterrupted cold chain management within liquid nitrogen and –80°C storage systems.
• Maintain accurate specimen inventories and records within the Laboratory Information Management System (LIMS), ensuring timely data entry and reconciliation.
• Coordinate specimen requests, retrieval, accessioning, storage, shipment preparation, and distribution of specimens for internal testing and external collaborators.
• Generate and/or QC Master Thaw Lists (MTLs) and Individual Thaw Lists (ITLs) to support laboratory testing activities.
• Monitor repository capacity and optimize storage utilization, archival activities, and disposition of expired specimens.
• Receive, package, ship, and document biological specimens in accordance with IATA regulations and SOPs.
• Track control panels and designated specimens, liaising with stakeholders as required.
• Submit specimen inventory reports and regulatory documentation to the Department of Health.
• Serve as the liaison for repository issues and process improvements.
• Maintain repository SOPs and conduct staff training on repository processes.

Skills

LIMS for specimen management

IATA certification

GCLP standards

MS Office / Excel

Communication skills

Education

Bachelor's degree in Biomedical Technology or equivalent

Tools

SharePoint

Veeva

LabWare

LDMS

Job description

Overview

Fred Hutchinson Cancer Center is an independent, nonprofit organization providing adult cancer treatment and groundbreaking research focused on cancer and infectious diseases. Based in Seattle, Fred Hutch is the only National Cancer Institute-designated cancer center in Washington.

With a track record of global leadership in bone marrow transplantation, HIV/AIDS prevention, immunotherapy and COVID-19 vaccines, Fred Hutch has earned a reputation as one of the world’s leading cancer, infectious disease and biomedical research centers. Fred Hutch operates eight clinical care sites that provide medical oncology, infusion, radiation, proton therapy and related services, and network affiliations with hospitals in five states. Together, our fully integrated research and clinical care teams seek to discover new cures to the world’s deadliest diseases and make life beyond cancer a reality.

At Fred Hutch we value collaboration, compassion, determination, excellence, innovation, integrity and respect. Our mission is directly tied to the humanity, dignity and inherent value of each employee, patient, community member and supporter. Our commitment to learning across our differences and similarities make us stronger. We seek employees who bring different and innovative ways of seeing the world and solving problems.

The Repository Technician is responsible for maintaining the laboratory biospecimen repository, managing laboratory equipment, and ensuring strict compliance with Good Clinical Laboratory Practice (GCLP) standards. This operational role involves hands‑on specimen accessioning, storage, retrieval, inventory reconciliation, and chain‑of‑custody documentation to ensure the absolute integrity and traceability of biological specimens.

Responsibilities

Repository (50%)

• Oversee the day‑to‑day operation and organization of the laboratory specimen repository, ensuring specimen integrity, traceability, and uninterrupted cold chain management within liquid nitrogen and –80°C storage systems.
• Maintain accurate specimen inventories and records within the Laboratory Information Management System (LIMS), ensuring timely data entry, inventory reconciliation, system updates, and liaison with laboratory staff and vendors as required.
• Coordinate specimen requests and perform hands‑on retrieval, accessioning, storage, shipment preparation, and distribution of specimens for internal testing and external collaborators, ensuring timely communication of sample availability, shipment schedules, and any discrepancies.
• Generate and/or quality control (QC) Master Thaw Lists (MTLs) and Individual Thaw Lists (ITLs) to support laboratory testing activities.
• Monitor repository capacity and implement strategies to optimise storage utilisation, including repository reorganisation, specimen consolidation, archival activities, and disposition of expired or obsolete specimens.
• Receive, package, ship, and document biological specimens in accordance with IATA regulations, GCLP requirements, sponsor requirements, and laboratory SOPs.
• Track CTAC sample controls, competency panels, locked specimens, and specimens designated for ICS, QFT, and other laboratory assays, liaising with internal and external stakeholders as required.
• Maintain and ensure timely submission of all required specimen inventory reports and regulatory documentation to the Department of Health.
• Serve as the main liaison for the laboratory and repository related issues or process improvements.
• Serve as the document owner for repository‑related SOPs, ensuring procedures remain current and conducting staff training on repository processes as required.

Equipment Maintenance (20%)

• Coordinate the repository maintenance, calibration, qualification, and servicing of laboratory equipment to ensure operational readiness and continued compliance with GCLP and laboratory quality standards.
• Monitor repository equipment performance, maintenance schedules, service records, and associated documentation, identifying trends and coordinating corrective actions where necessary.
• Coordinate repository equipment procurement, repairs, troubleshooting, and vendor service visits as required.
• Liaise with suppliers to ensure continuous availability of liquid nitrogen, dry ice, gases and other critical laboratory consumables.
• Provide general support and backup support for all other laboratory equipment maintenance, calibration, qualification, and servicing from designee.
• Maintain equipment‑related SOPs and provide training to laboratory personnel on equipment operation and maintenance requirements.
• Ensure laboratory equipment and associated activities comply with institutional safety policies and regulatory requirements.

Laboratory Operations and Safety (20%)

• Serve as the Laboratory Safety Officer, promoting compliance with laboratory safety policies, GCLP, and Environmental Health and Safety (EHS) requirements.
• Provide On‑call and after‑hours laboratory support by responding to urgent issues and ensuring continuity of critical lab operations and equipment.
• Conduct laboratory risk assessments, safety inspections, and follow‑up activities to ensure a safe working environment.
• Support compliance of the specimen repository and specimen processing laboratory with institutional and regulatory safety requirements.
• Coordinate and deliver laboratory safety training and maintain associated training records.

GCLP Compliance (10%)

• Perform quality control reviews of repository, equipment, and safety documentation to ensure compliance with GCLP, laboratory SOPs, and applicable regulatory requirements.
• Draft, review, revise, and maintain laboratory SOPs and controlled documents within the quality management system.
• Prepare, maintain, and organise documentation required to support internal audits, external audits, inspections, and sponsor visits.
• Represent repository, equipment, and safety functions during internal and external audits, implementing corrective and preventive actions (CAPAs) where applicable.

Other duties as assigned.

Qualifications

Education, Certification, Qualifications and Experience Needed

• Bachelor’s degree or BTech in a relevant field (e.g., Biomedical Technology) or equivalent diploma/Medical Technician certification (Chemical/Clinical Pathology, Haematology, Microbiology, or Immunology).
• Minimum 5 years’ experience in a GCLP‑compliant or similarly auditable laboratory environment within South Africa.
• Proven experience with LIMS for specimen management; familiarity with LDMS and LabWare advantageous.
• Valid IATA certification for international biological specimen shipments.
• Demonstrate experience in cold‑chain management, specimen processing, and laboratory operations.
• Strong coordination skills to support efficient specimen handling and transfer within a South African healthcare/research setting.
• Hands‑on experience troubleshooting laboratory equipment and managing vendor/service provider relationships.
• Proficient in MS Office (advanced Excel); experience with document management systems (e.g., SharePoint, Veeva) preferred.

Competencies and Job Specifications Required to do the Job

• Strong knowledge of Quality Assurance, Quality Control, and GCLP laboratory standards.
• High attention to detail in laboratory processes, documentation, and SOP compliance.
• Organised, methodical approach to hands‑on lab work, with the ability to guide and support others.
• Effective communication and interpersonal skills, with proven ability to collaborate within multidisciplinary and international teams in a South African research environment.
• Self‑motivated and able to work independently, manage multiple priorities, and meet deadlines.
• Adaptable and flexible in a dynamic, fast‑paced environment, with a continuous improvement mindset.
• Sound judgment and decision‑making skills, with the ability to respond effectively under pressure.

Protection of Personal Information Act (POPIA) Consent to Use and Collection of Personal Information, Including Consent to Background Check.