Biospecimen Coordinator

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 6000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation's leading cancer centers that develops and institutes standards of care for cancer treatment.

Position Summary

Responsible for the timely coordination of biospecimen collection, transporting and shipping of biospecimens obtained from subjects enrolled in complex research protocols. Maintains records associated with the collection and shipment of biospecimens and packages shipments as required by protocol. Monitors clinic and other schedules to ensure subjects are scheduled for protocol required visits and/or procedures.

Essential Functions:

Study Conduct

• Works under the supervision of the Manager Investigators, Disease Team Leads and the direction of the Clinical Research Nurse.
• Performs protocol specific duties required per the research protocol, including but not limited to:
  • Confirms the presence of a signed informed consent from a subject prior to specimen collection.
  • Monitors clinic and other schedules to ensure subjects have been scheduled for upcoming protocol procedures which require research specimen collection.
  • Assembles lab kits and other supplies in preparation to obtain required biospecimen samples and transports to appropriate laboratories for processing; ships samples externally according to International Air Transport Association (IATA) requirements.
  • Manages and orders all supplies required to obtain biospecimens.
  • Regularly performs an inventory to identify and discard expired collection tubes, etc.
  • Attends site initiation visits.
  • Ships batched specimens according to protocol and/or departmental policy.

Data Maintenance

• Responds to data queries as appropriate.
• Identifies and communicates important protocol and/or specimen issues or problems to the research team and supervisor in a timely manner.
• Maintains all required documentation for review by sponsors and others.
• Upon study closure, provides all specimen collection and shipping records to the research team for archival.

Personnel Management

• Provides staff relief as required to meet the needs of the department.
• Flexes schedule to meet the needs of the department.
• Works collaboratively and communicates regularly with all members of the study team.
• Participates in scheduled team/department meetings.
• Participates in quality improvement projects on an on-going basis including the development of policies and procedures and standard operating procedures to improve day-to-day efficiency

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace Code of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality. Performs other related duties as assigned or requested.

Basic education, experience and skills required for consideration:

• Bachelor's degree. Experience may substitute for minimum education requirements. (Associate Degree plus minimum of 2 years of experience).
• IATA certification (may be obtained after hire).

Preferred education experience and skills:

• IATA certification (may be obtained after hire).
• Exposure to clinical trials or related health field.
• Knowledge of medical terminology.

Skills/Abilities:

• Excellent oral/written communication and organizational skills.
• Excellent reading comprehension.
• Good people skills and ability to work with different professionals within and outside the department and COH
• Ability to work independently with minimum supervision
• Ability to accommodate special circumstances and make correct decisions under tight timelines
• Ability to adapt to a fast-paced environment and think critically
• Foster/promote a positive image and professional appearance
• Sensitivity to intercultural relations
• Sensitivity to the maintenance of confidentiality
• Access data in computer data bases
• Compile data
• Proofread documents
• Research information
• Troubleshoot problems
• Use computer packages
• Use word-processing software
• Microsoft products.

Machines/Equipment:

• Calculator
• Computer peripheral equipment
• Fax
• Personal computer
• Photocopier
• Lab Coat or Apron
• If responsible for specimen handling: Eye Protection/Goggles, Face Protection, Gown, Mask, Non-Sterile Medical Gloves, Sterile Medical Gloves, Respirator.

Working / Environmental Conditions:

• Atmosphere and environment associated with an office setting
• Atmosphere and environment associated with patient care areas
• Tobacco free campus
• Subject to many interruptions
• Occasionally subjected to irregular hours
• Requires judgment that could affect image of City of Hope
• Occasional pressure due to deadline requirements
• Occasional local travel required
• Exposed to material of a confidential nature on a regular basis
• Frequent pressure due to daily timelines and inquiries
• Subject to regularly changing priorities and work assignments
• Subject to handling multiple tasks simultaneously.
• Possible exposure to infectious, radioactive or biohazardous agents
• Subject to varying and unpredictable situations
• Contact with patients/patient families under varied circumstances
• Subject to situations involving grief processes & related issues.

Additional Information:

• To protect the health of patients and staff and to comply with new State of California mandates, City of Hope staff are required to show proof of full vaccination by September 30, 2021. Compliance is a condition of employment.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

• Posting Date: Sep 20, 2021
• Job Field: Clinical Research
• Employee Status: Regular
• Shift: Day Job