Diagnostic Laboratory Operations Coordinator, Biomedical & Diagnostic Sciences, College of Veterinary Medicine: UTIA

Diagnostic Courier and Transportation Services Coordination

• Coordinate daily operation of the DLS courier service.
• Receive specimens from courier staff and verify specimen integrity, labeling, and documentation.
• Accession laboratory submissions, order testing, and route specimens to appropriate laboratory units while maintaining chain of custody.
• Document specimen transfers and maintain accurate tracking records.
• Review courier logs and approve bi-monthly courier hours.
• Maintain courier records and archived documentation.
• Serve as the primary point of contact for courier-related questions and service issues from laboratory personnel, couriers, and referring veterinary clinics.
• Create and manage daily courier routes utilizing approved routing software.
• Monitor route changes, service requests, additions, cancellations, and scheduling modifications.
• Coordinate backup courier coverage during staffing shortages or high-volume periods.
• Generate and distribute courier service usage reports.
• Coordinate vehicle maintenance and service needs with the motor pool and courier staff.
• Maintain inventory of transportation and shipping supplies.
• Communicate laboratory and transportation service closures through established communication channels.
• Identify and recommend process improvements related to specimen transportation and logistics.

Veterinary Client Access and Shipping Services Coordination

• Coordinate DLS-sponsored shipping services and associated client support activities.
• Monitor shipment activity and generate monthly shipping reports.
• Review shipping costs and identify shipments that exceed established service thresholds.
• Collaborate with the business office regarding shipping-related charges and reporting.
• Review and process client requests for access to courier services and shipping resources.
• Assist referring veterinary clinics with portal navigation and account access.
• Provide customer support regarding specimen submission requirements, shipping procedures, and available laboratory services.
• Maintain accurate records related to shipping service utilization and client access.

Specimen Processing and Laboratory Support

• Receive and process veterinary diagnostic laboratory specimens for internal and external testing.
• Verify specimen documentation, test requests, and submission requirements.
• Accession and track samples in the laboratory information management system.
• Prepare specimens for referral testing, including specimen separation, packaging, labeling, and shipment in accordance with applicable procedures.
• Maintain accurate records associated with specimen receipt, preparation, and shipment.
• Receive incoming packages and distribute materials and specimens to appropriate laboratory units.
• Collect specimens from designated hospital drop-off areas and ensure timely distribution.
• Support laboratory quality assurance activities related to specimen handling and documentation.
• Assist with maintenance and organization of specimen collection and drop-off locations.
• Follow all applicable biosafety, chemical safety, and laboratory compliance requirements.

Client and Pathology Service Support

• Serve as a primary contact for inquiries related to anatomic pathology submissions and services.
• Respond to inquiries from veterinarians, producers, animal owners, and other clients regarding submission procedures, fees, expectations, and service options.
• Provide professional assistance in emotionally sensitive situations involving animal illness, injury, or loss.
• Facilitate communication of diagnostic information and reports between laboratory personnel and clients, as appropriate.
• Coordinate and communicate clinical student rotation schedules, duty assignments, and on-call schedules.
• Provide administrative and technical support related to ordering, modifying, and maintaining laboratory reports and records within hospital information systems.
• Coordinate communication among clients, faculty, residents, laboratory staff, and clinical personnel to support timely diagnostic services.

Qualifications

Required Qualifications:

• Education: 
  • High school diploma or GED
• Experience: 
  • Two years of experience in a veterinary medical practice, human healthcare setting, pharmacy, diagnostic laboratory, logistics environment, or related healthcare support operation.
• Knowledge, Skills, Abilities: 
  • Knowledge of specimen handling, transportation, and chain-of-custody procedures.
  • Knowledge of laboratory safety, biosafety, and infection control practices.
  • Knowledge of customer service principles and practices.
  • Knowledge of medical and veterinary terminology.
  • Knowledge of records management and data entry procedures.
  • Skill in verbal and written communication.
  • Skill in providing professional customer service.
  • Skill in organizing and prioritizing multiple assignments in a fast-paced environment.
  • Skill in utilizing computer software, database systems, and laboratory information systems.
  • Skill in identifying and resolving operational issues.
  • Ability to maintain a high level of accuracy and attention to detail.
  • Ability to coordinate multiple activities and competing priorities simultaneously.
  • Ability to interpret and apply policies, procedures, and regulatory requirements.
  • Ability to establish and maintain effective working relationships with a diverse customer base.
  • Ability to work independently while exercising sound judgment.
  • Ability to maintain confidentiality and safeguard sensitive information.
  • Ability to communicate effectively in emotionally sensitive situations.

Applicants must be legally authorized to work in the United States on a full-time basis without need now or in the future for sponsorship for employment-based visa status.

Preferred Qualifications:

• Education: 
  • Associate’s degree in Veterinary Technology, Medical Technology, Biology, Healthcare Administration, or a related scientific or healthcare field.
• Experience: 
  • Experience working in a veterinary diagnostic laboratory.
  • Experience with laboratory information management systems.
  • Experience coordinating shipping, courier services, or operational logistics.
  • Experience providing customer service to veterinary clients or healthcare customers.
• Knowledge, Skills, Abilities: 
  • Familiarity with veterinary diagnostic laboratory operations.
  • Familiarity with laboratory information management systems (LIMS) or electronic medical records.
  • Experience supporting shipping, logistics, transportation, or specimen management processes.
  • Experience working within a veterinary teaching hospital, diagnostic laboratory, medical practice, or healthcare environment.
  • Experience with customer-facing service operations.

Work Location:

• Knoxville, Tennessee      
• On-Site

Compensation and Benefits: 

• UT market range: 06
• Anticipated hiring range: $45K-$55K
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions:

To express interest, please submit an application with the noted below attachments. 

• Resume
• Cover Letter

About The College:

The UT College of Veterinary Medicine (UTCVM), located in Knoxville, was established by an act of the Tennessee Legislature in 1974 and is part of the University of Tennessee Institute of Agriculture.

UTCVM is one of 33 veterinary colleges in the United States and provides opportunities for Tennessee students while serving pet owners and the livestock industry as well as protecting public health, enhancing medical knowledge and generating economic benefits to the state and nation.