Sr Coordinator, Third Party Rep

Sr Coordinator, Third Party Rep

Columbia University Fertility Center (CUFC) seeks a Senior Third-Party Reproduction Program Coordinator to join our growing team at our Columbus Circle office in Midtown Manhattan. At Columbia University Fertility, we are driven by a mission to deliver beyond amazing care and foster a culture where kindness, empathy, and excellence are at the heart of everything we do. This is your opportunity to work in an innovative, professional environment where your talent will contribute to improving patients' lives alongside highly skilled Reproductive Endocrinology physicians, laboratory, and clinical staff. If you are passionate about making a meaningful impact within a dynamic, patient-centered team, we want you on our team!

The Senior Third-Party Reproduction Program Coordinator is an experienced, dedicated professional who assumes a critical role in coordinating comprehensive care for all types of third-party reproduction patients, including surrogates, egg donors, and related recipients. Primary responsibilities include managing all aspects of the third-party process from initial consultations through the successful completion of treatment, providing thorough patient counseling, maintaining accurate documentation, and ensuring compliance with all applicable legal and regulatory requirements. The Senior Coordinator independently manages the most complex multi-party cases, serves as a senior clinical resource within the team, and plays an active role in shaping departmental processes and driving program initiatives. The Senior Coordinator also provides guidance and day-to-day oversight to junior coordinators and program assistants, contributing to a high-performance, patient-centered team culture.

Patient Coordination & Care

• Coordinates all types of third-party reproductive care, including care for surrogates, egg donors, and recipients, ensuring a seamless and efficient experience for each patient.
• Manages the most complex multi-party cases, including those involving concurrent donor, gestational carrier, and recipient coordination, distinguishing this role's scope from the standard coordinator level.
• Provides end-to-end, continuous support throughout the entirety of the third-party processfrom the initial steps of recruitment through the successful completion of treatmentensuring each patient feels heard, valued, and well supported.
• Serves as the primary point of contact for third-party patients, maintaining proactive communication and addressing questions, concerns, and logistical needs throughout the care continuum.
• Manages a larger caseload relative to non-senior coordinator roles, in keeping with the proactive patient outreach expectations of this position.
• Serves as the senior clinical resource in the Third Party Reproduction Manager's absence, providing continuity of oversight and decision-making for the team.
• Independently resolves complex case escalations, applying sound clinical judgment and knowledge of CUFC protocols before escalating to management as warranted.

Scheduling & Coordination

• Coordinates appointments, screenings, and procedures for third-party patients, working closely with medical staff to ensure timelines are met and processes are executed efficiently.
• Proactively manages scheduling logistics to anticipate and prevent delays or gaps in patient care.

Documentation & Compliance

• Maintains current and accurate records for all third-party patients, ensuring all documents, consent forms, and legal agreements are filed and processed in accordance with CUFC standards.
• Conducts quality assurance reviews on one's own cases and provides documentation as required.
• Ensures all third-party reproduction activities adhere to applicable legal and regulatory guidelines. Training in compliance requirements will be provided by the Third Party Reproduction Manager.

Team Mentorship & Development

• Provides guidance, training, and day-to-day oversight to junior coordinators and program assistants, serving as a primary resource for clinical questions, workflow support, and professional development.
• Identifies opportunities for skill-building within the team and supports the Third Party Reproduction Manager in developing and implementing training plans.
• Models best practices in patient communication, documentation, and case management, fostering a culture of excellence and continuous improvement across the coordination team.

Strategy & Departmental Contribution

• Leads special projects and departmental initiatives end-to-end, taking ownership of planning, execution, and outcomesincluding the development of new patient-facing materials, process improvements, and educational programming.
• Attends regular meetings with the Third Party Reproduction Manager and engages with relevant external organizations, including agencies and psychological and legal support professionals.
• Develops and maintains productive, collaborative relationships with departmental partners, clinical staff, and external stakeholders involved in the third-party reproduction process.
• Identifies and escalates opportunities for operational improvement, contributing recommendations that inform departmental strategy and program growth.
• Perform other related duties and responsibilities as assigned/requested.

Minimum Qualifications

• A minimum of 3 years of experience as a coordinator in a reproductive medicine or related clinical setting, with at least 2 years of experience specifically in third-party reproduction coordination at a fertility center.
• Demonstrated commitment to the department's culture and an active interest in contributing to its continued growth.
• Demonstrated ability to independently manage complex, multi-party cases and a high-volume caseload simultaneously, maintaining quality of care throughout.
• Proven ability to build productive relationships with patients and collaborate cross-functionally with medical, legal, and psychological teams.
• Ability to anticipate patient needs, resolve concerns independently, and take initiative to ensure smooth outcomes for all third-party patients.
• Experience providing guidance, mentorship, or oversight to junior staff in a clinical or coordination setting.
• Unwavering commitment to maintaining patient confidentiality and handling sensitive information with the highest degree of professionalism.
• Ability to organize and manage a demanding workload accurately and in a timely manner, with the capacity to work independently and handle multiple tasks simultaneously.

Preferred Qualifications

• Experience coordinating gestational carrier (surrogacy) cycles in addition to donor egg and embryo donation.
• Prior experience in training or mentoring junior coordinators or clinical support staff.
• Familiarity with FDA and/or NYS DOH inspection processes.
• Experience with fertility-specific EMR systems.

The Department of Obstetrics and Gynecology is dedicated to the goal of building a multicultural faculty and staff committed to teaching, working and serving in a diverse community, and strongly encourages applications from candidates of traditionally underrepresented backgrounds. We are continuously seeking to recruit individuals who will enhance the diversity of our workplace and the effectiveness of our organization.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.