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Staff Associate II supports the operational, technical, and regulatory workflows of a high-volume histocompatibility and immunogenetics laboratory. This role is responsible for the accurate processing of clinical specimens, placing test orders, tracking, validation, and reporting of clinical specimens using HistoTrac and EPIC Beaker, including specimens received from external dialysis centers and outreach sites. Staff Associate II also performs timely and accurate data entry into transplant registries such as the United Network for Organ Sharing (UNOS), ensuring seamless data flow across laboratory information systems (LIS), electronic medical records (EMR), and external reporting systems in support of transplant patient care and regulatory compliance.
Key Responsibilities:
Clinical Specimen Processing & Outreach Support
Process and manage clinical specimen data in HistoTrac and EPIC Beaker, including accessioning, test order verification, result tracking, cancellations, and corrections.
Receive, accession, and track specimens submitted from dialysis centers and other outreach facilities, ensuring correct patient identification, test selection, and linkage to electronic orders.
Verify specimen integrity, labeling, collection date/time, and transport conditions for dialysis-center specimens, escalating issues per laboratory SOPs.
Coordinate communication with clinical staff, transplant coordinators, and the laboratory team members to resolve specimen or order discrepancies.
Monitor specimen lifecycle from receipt through finalization, through result, ensuring accurate linkage between physical specimens and electronic records.
Transplant Registry & External Reporting
Perform accurate and timely data entry, verification, and updates in the United Network for Organ Sharing (UNOS) system, including HLA typing, antibody testing, and other transplant-related laboratory information.
Ensure accuracy of data entry in HistoTrac, EPIC Beaker, and UNOS, particularly for transplant candidates and post-transplant monitoring.
Track reporting deadlines and respond to data correction requests or audits related to UNOS submissions in collaboration with transplant programs.
Database & Systems Management
Maintain and update laboratory databases, test codes, result mappings, and reference data within HistoTrac and EPIC Beaker.
Support LIS/EMR interface validation and monitoring (e.g., HL7), including error investigation and resolution.
Assist with test build, order configuration, and workflow optimization in collaboration with laboratory leadership and IT.
Generate operational, quality, and transplant-related reports and data extracts.
Quality, Compliance & Regulatory Support
Ensure data accuracy, traceability, and confidentiality in compliance with ASHI, CAP, CLIA, NYSDOH, UNOS, OPTN, and institutional policies.
Support validation and re-validation activities for new workflows, dialysis-center testing, and system upgrades.
Maintain SOPs and documentation related to specimen handling, outreach testing, UNOS reporting, and change control.
Participate in inspections, audits, and regulatory responses involving clinical specimens, transplant reporting, and LIS workflows.
Operational & Analytical Support
Analyze workflow inefficiencies related to outreach and dialysis-center specimens and propose data-driven improvements to reduce errors and turnaround time.
Train and support laboratory staff on HistoTrac, EPIC Beaker, UNOS, and dialysis-center specimen workflows.
Serve as a liaison between the laboratory, transplant programs, and institutional IT.
Work Environment
High-volume clinical histocompatibility and immunogenetics laboratory supporting transplant and post-transplant care.
Frequent interaction with transplant coordinators, laboratory technologists, and IT teams.
Minimum Education Requirements:
Bachelor?s degree in biology, Medical Laboratory Science, Health Informatics, Computer Science, or a related field.
Minimum Skills Required:
Minimum 3?4 years of experience in a clinical laboratory, laboratory informatics, or healthcare IT environment.
High attention to detail in specimen tracking and data entry.
Strong communication skills for coordination with external and internal stakeholders.
Ability to manage multiple priorities in a fast-paced, time-sensitive clinical environment.
Analytical mindset with a focus on process improvement and compliance.
Preferred Qualifications:
Knowledge of specimen handling requirements for external collection sites such as dialysis centers
Strong understanding of laboratory data integrity, patient identification, and regulatory compliance
Experience with HistoTrac, EPIC Beaker, and/or UNOS data entry strongly preferred
Experience in a histocompatibility, immunogenetics, transplant, or reference laboratory
Familiarity with dialysis center workflows and transplant candidate monitoring requirements
Experience supporting LIS go-lives, validations, and regulatory inspections
Hiring Salary Range:
Staff Associate II: $67,000 - $85,000
Columbia University is an Equal Opportunity Employer / Disability / Veteran
Pay Transparency Disclosure
The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University?s good faith and reasonable estimate of the range of possible compensation at the time of posting.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.