Location: Coral Gables, Florida — transitioning to Miramar, Florida by the end of 2026
We are seeking an experienced and highly organized Pathology Operations Coordinator to oversee the day-to-day administrative and operational activities of the Pathology Department. This position is responsible for coordinating pathology workflows, monitoring case turnaround times, supporting pathologists and laboratory staff, supervising administrative personnel, and ensuring that quality and regulatory requirements are maintained.
The ideal candidate will have experience working directly with pathologists and laboratory teams, and the ability to effectively manage competing priorities in a fast-paced laboratory environment.
Key ResponsibilitiesPersonnel Management
- Directly supervise the Pathology Secretary and provide daily operational guidance.
- Schedule daily and weekly work assignments and ensure appropriate departmental coverage.
- Coordinate vacation schedules and staffing coverage.
- Promote effective communication and teamwork among pathology, laboratory, and support staff.
Pathology Operations
- Maintain and distribute pathologist schedules.
- Oversee daily pathology workflows and coordinate case distribution with Histology.
- Monitor pending cases and turnaround times to ensure timely completion.
- Track add-on stains, recuts, ancillary testing, and other outstanding case requirements.
- Coordinate pathology case send-outs, including outside consultations, slides, blocks, and timely receipt of consultation reports.
- Monitor pathology work queues to ensure cases are appropriately tracked and accounted for.
- Identify workflow issues and coordinate timely resolution with appropriate laboratory and pathology personnel.
Quality Management
- Manage the GYN and non-GYN cytology-histology correlation program.
- Coordinate the GYN Cytology Five-Year Look-Back program.
- Support pathology quality assurance activities and retrospective reviews.
- Prepare pathology quality reports and dashboards for Laboratory Director review.
- Track pathology corrective actions and follow up on outstanding items.
- Assist with CAP and CLIA inspections, audits, and regulatory activities as requested.
- Support continuous quality improvement initiatives within the Pathology Department.
Administrative Oversight
- Oversee pathology report workflow and ensure timely completion.
- Monitor amended and corrected pathology reports.
- Coordinate pathology schedules and coverage.
- Serve as a liaison between Pathology, laboratory departments, Client Services, and leadership.
- Maintain pathology SOPs, records, logs, and departmental documentation.
- Assist with identifying and resolving operational issues affecting pathology services.
Metrics & Reporting
- Monitor daily pathology pending reports.
- Track and report turnaround-time performance.
- Prepare pathologist workload reports.
- Maintain QA dashboards and departmental metrics.
- Compile monthly pathology KPIs and operational reports.
- Utilize Excel and other reporting tools to analyze workflow and performance data.
Required Qualifications
Education
- Bachelor's degree preferred in Healthcare Administration, Health Sciences, Biological Sciences, Medical Laboratory Science, or a related field.
- Associate degree may be considered with significant relevant pathology or laboratory experience.
Experience
- 3–5 years of experience in an anatomic pathology, pathology laboratory, or clinical laboratory environment.
- 1–2 years of lead, supervisory, or workflow coordination experience preferred.
- Strong knowledge of anatomic pathology workflows, including surgical pathology and cytology.
- Experience working directly with pathologists strongly preferred.
- Previous experience supervising administrative or laboratory support personnel preferred.
Required Knowledge & Skills
- Understanding of the complete pathology case lifecycle, including: Accessioning → Grossing → Processing → Histology/Cytology → Ancillary Testing → Pathologist Review → Final Sign-Out
- Experience monitoring pending cases and turnaround times.
- Knowledge of pathology workflow and case management.
- Familiarity with CAP and CLIA requirements.
- Understanding of pathology quality assurance activities, including cytology-histology correlation and retrospective reviews.
- Experience coordinating consultations, outside slides/blocks, add-on testing, amended reports, and material requests.
- Strong Excel, reporting, and data-analysis skills.
- Strong organizational, communication, and problem-solving skills.
- Ability to communicate effectively with pathologists, laboratory supervisors, Client Services, and leadership.
- LIS experience required; LigoLab experience preferred.
- Ability to manage multiple priorities while maintaining accuracy and attention to detail.
Work Environment & Physical Requirements
This position is performed in a laboratory and office environment and may involve exposure to chemicals, laboratory equipment, communicable diseases, blood-borne pathogens, toxic substances, and sharp instruments. Appropriate safety equipment and personal protective equipment (PPE) are provided and required.
The position requires prolonged sitting as well as frequent walking, standing, bending, and stooping. Ability to lift up to 25 pounds and sufficient manual dexterity to operate office and laboratory equipment are required. Normal hearing and communication abilities are necessary.
On-call availability after normal business hours may be required. Some travel may be required for conferences, client visits, or prospective client visits.
HIPAA / PHI Security Level
High — This position requires access to detailed and sensitive Protected Health Information (PHI), including patient demographics, medical history, diagnoses, laboratory/pathology results, testing information, and treatment-related information.
Equal Opportunity Statement
We are an equal opportunity employer committed to providing a workplace free from discrimination and harassment. Employment decisions are made based on qualifications, experience, business needs, and organizational requirements.
Pay: $65,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Employee discount
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
