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Sample Management Specialist

Caris Life Sciences

Caris Life Sciences

Phoenix, AZ, USA
Posted on Wednesday, May 1, 2024

Position Summary

The Sample Management Specialist plays a pivotal role in ensuring the efficiency, accuracy, and compliance of sample management operations within the laboratory environment. This position focuses on executing sample handling processes, maintaining meticulous documentation, and collaborating with various stakeholders to uphold regulatory standards and organizational objectives.

Job Responsibilities

  • Sample Handling: Execute standardized procedures for receiving, inventorying, storing, and disposing of samples in adherence to established protocols and regulatory requirements.

  • Quality Assurance: Participate in quality assurance activities, including regular audits, documentation maintenance, and corrective action implementation, to uphold the integrity and reliability of sample data.

  • Inventory Management: Actively manage sample inventory, meticulously cataloging and tracking specimen inventory to ensure accurate accounting of remnant material availability. Overseeing storage conditions and proper handling to maintain the integrity of samples.

  • Deidentification: Support the specimen deidentification process to maintain data integrity and confidentiality throughout the sample management lifecycle.

  • Data Management: Enter sample information accurately and timely into laboratory information management systems (LIMS) to ensure chain of custody, data integrity, and accessibility for reporting and analysis.

  • Continuous Improvement: Identify opportunities for optimizing sample management workflows, processes, and systems to enhance efficiency and productivity while maintaining high standards of sample integrity.

  • Cross-Functional Collaboration: Collaborate with laboratory personnel, research scientists, quality assurance personnel, and other stakeholders to ensure seamless integration of sample management activities with broader organizational operations and initiatives.

  • Attention to Detail: Thoroughly and accurately executing tasks to prevent errors and ensure precise sample handling, labeling, and documentation.

  • Communication: Clearly conveying sample inventory instructions, sharing information with team members and stakeholders, and addressing concerns collaboratively.

  • Organization and Time Management: Prioritizing tasks, managing resources effectively, and meeting deadlines for sample pick up, inventory management, and documentation.

  • Problem Solving: Identifying and resolving issues such as sample discrepancies, equipment malfunctions, or deviations from protocols to maintain sample integrity and operational efficiency.

  • Adaptability: Flexibly responding to changes in sample volumes, specialized requests, or technology updates to ensure efficient and compliant sample management practices.

  • Teamwork: Collaborating with laboratory personnel, researchers, and quality assurance teams to coordinate sample-related activities, share information, and support colleagues as needed.

  • Technical Proficiency: Demonstrating competency in using sample management tools, technologies, and software, and staying updated on industry advancements to improve efficiency and compliance.

  • Compliance Awareness: Understanding and adhering to regulatory requirements (e.g., CLIA, CAP, FDA) and organizational policies for sample handling, storage, and documentation to ensure regulatory compliance and data integrity.

  • Communication. Strong verbal and written communication skills are essential to effectively convey ideas, provide feedback, and facilitate collaboration among team members, colleagues and upper management.

Required Qualifications

  • Associate or higher degree in biological science or relevant field, or equivalent work experience.

  • Prior experience in handling human biological materials within a laboratory or research environment, demonstrating proficiency in sample handling, processing, and documentation.

  • Strong attention to detail, organizational skills, and ability to prioritize tasks effectively.

  • Excellent communication and interpersonal skills to interact with diverse stakeholders and convey information clearly and concisely.

  • Technical proficiency in relevant software applications, including LIMS, data management tools, and Microsoft Office suite.

  • This role requires the employee to be physically present on-site to perform sample management tasks effectively.

  • Conditions of Employment: Individual must successfully complete pre-employment process, which includes criminal background check, drug screening and reference verification.

Preferred Qualifications

  • Familiarity with regulatory requirements governing sample management practices in clinical and research settings (e.g., CLIA, CAP, FDA).

  • Previous experience in a Biorepository setting or Clinical Trial setting.

  • Laboratory Information Management System or Sample Management System experience.

  • Customer service experience.

  • Good Clinical Practice training, IATA training, and Human Subject Protection training.

Physical Demands

  • Ability to stand or sit for extended periods.

  • Ability to lift up to 30 lbs.


  • Employee will be required to complete Good Clinical Practices (GCP), Human Subject Protection, HIPAA, and IATA training.

  • All job specific, safety, and compliance training are assigned based on the job functions associated with this employee.


  • This position requires some evenings, weekends and/or holidays.

This job description reflects management’s assignment of essential functions. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Caris Life Sciences is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.