Records Management Specialist I - Murtha Cancer Center

Join the HJF Team!

HJF is seeking a Records Management Specialist I to provide administrative support for joint Department of Defense (DoD) and Veterans Affairs (VA) project to protect and archive pathologic materials. The successful candidate will play a crucial role in processing incoming material, managing project inventory, and maintaining adherence to project deliverables.

The position will be in support of the John P. Murtha Cancer Center located at the Joint Pathology Center in Silver Spring, MD. The John P. Murtha Cancer Center at Walter Reed Bethesda is a modern, patient-centric, tri-service military healthcare facility. Its comprehensive core of military and civilian oncologists and other cancer-trained clinicians and researchers provide multidisciplinary cancer-care delivery and patient-family support services. Our Cancer Center, the only DoD Cancer Center of Excellence within the Military Health System, offers its patients access to cutting-edge cancer diagnostic and treatment technologies.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

U.S. Citizenship required due site security requirements.

• Ensures timely and accurate accessioning into the Joint Pathology Information Management System (JPIMS) of all cases received from contributors worldwide as they are received from the Case Triage Area.
• Assigns the case to one of the pathology subspecialties based on the preliminary diagnostic information submitted by the contributor and Institute policies.
• Responsible for ensuring that the workload is balanced adequately between these various tasks to attain optimal case turnaround time.
• Marks the materials with the JPC accession number and forwards to the departments and forwards completed cases to correct pathology department and update electronic systems to reflect case transfer to department.
• Reviews accessioned cases and materials for accuracy and completeness; forwards them to the assigned pathology departments, ensuring the transfers are appropriately logged into the computer system for tracking purposes.
• Acknowledges receipt of microscopic glass slides, paraffin blocks, and formalin-fixed tissues in computer tracking system by JPC accession number, ensuring accuracy. Sorts and files materials received and acknowledged in computer system by JPC accession number. Performs SNOMED coding.
• Pulls materials from files upon authorized request, enters transfer of all materials in computer tracking system, and forwards to requester. Loads and unloads shipments of materials as they are received or shipped. Processes bulk shipments received for accessioning.
• Assists in performance of periodic audits of the repository files to identify lost or misplaced materials.
• Maintains cleanliness of all work area equipment and grossing/packaging workstations.
• Assists professional staff as required in processing or locating required materials.
• Assists in other areas of the department as needed to process case materials in a timely and accurate manner.
• Transports patient material both active and inactive between operational locations.
• Ensures that, once all material has been accurately acknowledged as being received into JPIMS, the material is then filed in the repository in chronological order based on the JPC accession number.
• Ensures microscopic slides are filed in a combination of traditional slide cabinets, high-density horizontal carousels, some of which are serviced by robotic retrievers, and vertical lift modules.
• Ensures paraffin blocks and formaldehyde-fixed tissue are filed in a combination of traditional stationary shelving and high-density moveable aisle shelving.
• As material from newly accessioned cases is forwarded to the repository, ensures new storage containers will be identified, marked, labeled, and prepared for use.
• Fabricates storage containers for the paraffin blocks and formaldehyde-fixed tissue from pre-cut, flat storage boxes.

Education and Experience

• High School Diploma or GED required.
  
  
  
  • Some college, such as an Associate or Bachelor's degree in Logistics or Management preferred.
  
  
• Minimum of 0-2 years experience required.
  
  
  
  • At least 1 years of experience in medical warehouse management, particularly in regards to biologic specimens preferred.
  
  

Required Knowledge, Skills and Abilities

• Knowledge of records management administrative policies and procedures.
• Skilled in researching, interpreting, and applying records management regulations and instructions. Ability to conduct fact-finding procedures in order to investigate hardcopy and automated files and records management systems.
• Knowledge of computers and Microsoft Office software including Word and Excel.
• Solid communication skills. Verbal communication skills sufficient to convey and receive information, communicate effectively with a diverse group of people, and provide concise and thorough guidance.
• Written communication sufficient to compose guidance, reports, and analysis and to develop information procedures as guidance for users.
• Knowledge of office automation techniques, tracking methods, equipment, software and practices. Knowledge of procedures for posting documents on the web.
• U.S. Citizenship required, ability to obtain and maintain a T3 Secret Clearance.

Physical Capabilities

• Lifting: Requires lifting materials up to 10 lbs..
• Ability to stand or sit at a computer for prolonged periods.
• Ability to climb, pull, and lift heavy objects.

Work Environment

• This position will take place primarily in an warehouse/office setting.

Compensation

• The hourly pay range for this position is $18.25-$28.85. Actual hourly pay will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.