Third-Party IVF Coordinator

Job Description

Job DescriptionThird-Party IVF CoordinatorLocation : Tarzana, CAJob Type : Full-TimePosition Overview

We are seeking an experienced Third-Party IVF Coordinator to join a high-volume reproductive medicine clinic in Tarzana, CA. This role is responsible for coordinating donor-related reproductive services including sperm, oocyte, and embryo donation programs while ensuring compliance with FDA regulations and internal clinical protocols.

The ideal candidate will oversee the full donor cycle process-from screening and documentation through tissue storage, inventory management, and IVF cycle coordination-ensuring smooth and compliant execution of third-party reproductive services.

Key ResponsibilitiesFDA Compliance & Documentation

• Ensure donor materials (sperm, oocytes, embryos) comply with FDA regulations and clinic protocols

• Maintain complete and accurate donor records including:

  • Medical history

  • Infectious disease testing

  • Genetic screening

• Ensure required testing/retesting is completed within regulatory timelines

• Keep donor files audit-ready at all times

Donor Screening & Coordination

• Coordinate recruitment and screening of sperm and egg donors

• Manage donor medical, infectious disease, and genetic testing

• Communicate with donors throughout screening process

• Confirm donor clearance prior to treatment cycle use

Tissue Management, Storage & Logistics

• Coordinate collection, cryopreservation, and release of donor tissue

• Manage shipment/transport of donor materials with external agencies, banks, and storage facilities

• Ensure all shipments include proper documentation

• Track tissue location, availability, and expiration dates

IVF Cycle Coordination

• Coordinate donor cycles with recipient patients and clinical team

• Align donor availability with patient readiness and laboratory scheduling

• Coordinate timing for retrievals, fertilization, and embryo transfers

• Serve as operational point of contact for third-party IVF cycles

Inventory & Tracking

• Maintain accurate donor inventory and utilization records

• Monitor expiration dates and donor material availability

• Update EMR/internal systems for real-time tracking

• Prepare audit/compliance/internal tracking reports

Collaboration & Communication

• Act as liaison between donor banks, agencies, storage facilities, and internal teams

• Collaborate with physicians, embryologists, nursing, and financial teams

• Support internal staff on FDA/third-party coordination guidelines

Required QualificationsMust-Have Experience

• Minimum 1 year of IVF/Fertility Clinic experience (Required)

• Phlebotomy experience (Required - Deal Breaker if Absent)

• Strong understanding of fertility cycles and reproductive medicine workflows

• Experience creating and managing IVF cycle calendars

• Knowledge of fertility medications and patient medication instruction

• Ability to manage multiple time-sensitive IVF cycles simultaneously

• Strong documentation and organizational skills

Preferred Qualifications

• Experience with third-party reproductive coordination

• Familiarity with donor egg, sperm, and embryo programs

• Experience with IVF EMR systems such as nAble IVF

• Knowledge of FDA donor tissue compliance processes

ScheduleStandard Hours

• Monday - Friday

• 8:00 AM - 5:00 PM

Additional Requirements

• Rotating weekend on-call coverage (approximately 4-6 hours)

• After-hours support as needed

Benefits

• Medical Insurance

• Dental Insurance

• Vision Insurance

• 401(k)

• Paid Time Off

• Paid Holidays

• Vacation Time

Company DescriptionProtouch Staffing is a trusted staffing partner specializing in connecting skilled professionals with top employers. While we originally focused on healthcare staffing, we’ve expanded into legal and other domains to meet evolving workforce needs across industries.

Company Description

Protouch Staffing is a trusted staffing partner specializing in connecting skilled professionals with top employers. While we originally focused on healthcare staffing, we’ve expanded into legal and other domains to meet evolving workforce needs across industries.