Pathology Operations Coordinator - Level 3

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At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Pathology Operations Coordinator (POC) will be directly responsible for providing administrative and operational support to the Clinical Pathology Team in Phoenix, AZ. This individual will interact closely with the team of Exact Science Pathology staff, including full-time and consulting pathologists.

The POC supports the Clinical Pathology team by managing pathologist scheduling, aiding Histology in case distribution and control, facilitating Pathology Quality Assurance (QA) activities and preparation for regulatory inspections, updating of Pathology department metrics, and effectively communicating information to stakeholders. The POC will provide support by developing agendas and keeping meeting minutes for several standing intra- and interdepartmental meetings, such as weekly and quarterly Pathology Meetings, and the Case Review Team, and others as appropriate. In addition, the POC may also assist other departments within the Medical Organization with similar tasks on an ad hoc basis as appropriate.

The ideal candidate will be professional and personable, highly detailed-oriented, organized, able to multi-task at several levels, proactive, a strong communicator (written and verbal), able to show poise under stress and bring a positive attitude that works both individually and in a team environment. The ability to multi-task and to bring attention to detail in an ever-changing environment is essential to success in this position.

Essential Duties

include but are not limited to the following:

• Support the upper management by managing all operational and administrative aspects of the Clinical Pathology team’s work.
• Be a central point of contact and coordination for Clinical Pathology’s interaction with other Laboratory Operations groups, such as Histology, Analytical Laboratory, Process Engineering, Supply Chain Management, and Quality Assurance.
• Create, distribute, and modify, as needed, the daily pathology commercial reads scheduling, coordinating with other functional teams to ensure adequate coverage for fluctuating caseloads, and end of quarter needs.
• Assist in coordinating Clinical Pathology preparation for regulatory inspections.
• Schedule and attend recurring departmental meetings and help to develop and distribute meeting agendas and notes for weekly and quarterly Pathologists’ meetings, Clinical Pathology Directors’ meetings, multi-disciplinary tumor boards, off-site meetings, and others as appropriate.
• Attend inter-departmental meetings as assigned.
• Be a central point of contact and coordination for Clinical Pathology’s interaction with other functional groups, especially Customer Service, Medical Affairs, Information Technology, Data Management, and Biostatistics.
• Help create Clinical Pathology quality and performance metrics and provide summary reports as needed.
• Manage and organize management calendars and appointments.
• Organize departmental for meetings/events both onsite and offsite.
• Assist with consulting contracts and opening purchase orders.
• Establish and maintain electronic filing systems and documentation.
• Project coordination support for function-specific projects.
• Strong interest and enthusiasm for learning about science, new medical/scientific technologies, and clinical data applying to testing products.
• Excellent organizational skills.
• Ability to carry out instructions furnished in written, oral, or diagrammatic form, with a limited amount of supervision.
• Detail-oriented and able to manage multiple tasks concurrently, including reprioritizing tasks as new urgent requests arise.
• Strong oral and written communication skills with the ability to maintain open communication with internal employees, managers, and customers as needed.
• Reliable team player; highly effective in working with others, but also capable of working independently as necessary.
• Receive, respond, and apply feedback in a professional manner.
• Handle sensitive information with absolute discretion.
• Possess a poised and professional manner; able to remain calm in stressful situations.
• Prioritize and drive to results with a high emphasis on quality.
• Dependable, punctual, and proactive with strong customer service orientation.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Regular and reliable attendance.
• Ability to work designated schedule.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 80% of a typical working day.
• Considerable periods of time may be spent concentrating and or analyzing data.
• Ability to lift up to 25 pounds for approximately 5% of a typical working day.
• Ability and means to travel between Phoenix, AZ locations.

Minimum Qualifications

• Bachelor’s degree; or Associate’s degree and 2 years of relevant experience in lieu of Bachelor’s degree.
• 3+ years of experience providing administrative support.
• Basic computer skills to include Internet navigation, Email usage, and word processing.
• Familiar with MS PowerPoint, Word, and Excel.
• Authorization to work in the United States without sponsorship.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.

Preferred Qualifications

• Bachelor’s degree in life science.
• 3+ years of experience providing administrative support in the Biotech, Clinical Laboratory/Pathology, or Life Science industry.