Tracking Specialist

Essential Duties and Responsibilities

• Ensures that sample tracking data is entered correctly, and on time, into the appropriate sample tracking technology platform.
• Works with couriers to troubleshoot shipping issues.
• Manages clinical trial event schedules to ensure patient compliance with visit schedules and escalates as necessary.
• Manages queries related to demographics and/or sample tracking discrepancies.
• Perform updates to sample data, and perform data QC, as needed.
• Works with Biospecimen Operations departments to resolve sample discrepancies.
• Monitors site compliance with use of sample tracking technologies and escalate as needed.
• Coordinates sample shipments with the clinical trial site and/or client, as needed.
• Assists in providing sample tracking metrics, as requested.
• Performs QC of protocol related documents before they are released to the client, as requested.
• Provides study updates to designated personnel as requested (queries, site issues, sample issues, tracking issues, digital pen installations, shipment tracking information, etc.).
• Interfaces with investigator sites, project management, reference laboratories, customer service, shipping, and data management personnel regarding sample tracking operations.
• Serves as reference point for clinical investigators; exhibiting a thorough understanding of tracking technologies.
• Performs other related duties and tasks as necessary or as assigned.
• Ensure any out-of-scope work is submitted or communicated for add fees or OSD/budget inclusion and invoiced appropriately for work performed during the invoice review process if applicable.

Education and Experience

High School Diploma (or GED) required. Bachelor's degree, or Associate's degree with +2 years clinical or laboratory experience, and/or equivalent combination of education and experience is preferred.

Skills and Ability

• Strong attention to detail with the ability to enter, review, and maintain accurate sample and clinical trial data.
• Excellent organizational and time-management skills, with the ability to manage multiple projects, priorities, schedules, and deadlines simultaneously.
• Ability to identify, investigate, and resolve sample tracking, shipment, demographic, and data discrepancies in a timely manner.
• Strong analytical and problem-solving skills, including the ability to interpret instructions, protocols, schedules, and technical documentation.
• Effective written and verbal communication skills, with the ability to communicate professionally with clients, investigator sites, couriers, laboratories, and internal departments.
• Strong interpersonal and customer-service skills with the ability to collaborate effectively across departments and with external partners.
• Ability to monitor compliance, recognize potential issues, and escalate concerns appropriately.
• Proficiency in navigating software applications, databases, and sample tracking technology platforms.
• Advanced proficiency in Microsoft Office applications, particularly Microsoft Excel and Word.
• Ability to perform quality-control reviews and produce accurate, complete, and timely deliverables.
• Ability to work independently, exercise sound judgment, and adapt to changing priorities and client requirements.
• Ability to handle confidential or sensitive clinical trial and client information with appropriate discretion.