Clinical Scheduling Coordinator (Cellular Therapy)

About the role

The Clinical Scheduling Coordinator plays a critical role in supporting life-changing therapies by serving as the central hub for donor, patient, and collection scheduling activities within the Advanced Therapies program. This position partners closely with Clinical, Operations, physicians, clients, donor coordination teams, and external stakeholders to ensure collection procedures are seamlessly coordinated, appropriately resourced, and executed with excellence. As a key contributor to collection readiness and operational success, the Scheduling Coordinator drives effective communication, manages complex scheduling logistics, and ensures all required documentation, approvals, and resources are in place to support timely and compliant collection activities.

Responsibilities

Scheduling Coordination & Collection Readiness: 60%

• Coordinate donor, patient, and collection schedules in accordance with program requirements.
• Maintain collection calendars and scheduling systems.
• Coordinate scheduling requests from clients, physicians, NMDP representatives, donor coordinators, and internal stakeholders.
• Coordinate collection schedules in alignment with client protocols, donor availability, physician requirements, facility capacity, and product processing requirements.
• Communicate schedule changes and updates to appropriate team members and stakeholders.
• Monitor scheduling conflicts, capacity constraints, and resource availability and escalate concerns as appropriate.
• Support efficient utilization of collection capacity and operational resources.
• Coordinate collection readiness activities to ensure required documentation, physician approvals, resources, and operational support are in place prior to scheduled procedures.
• Ensure collection files and supporting documentation are available and complete prior to collection activities.
• Communicate and coordinate collection scheduling requirements with internal departments, client representatives, and external partners.
• Monitor collection schedules and follow up on scheduling-related action items to support collection readiness.
• Ensure required physician review and approvals are obtained prior to scheduled collection activities.
• Gather, organize, and prepare collection files and supporting documentation for clinical staff prior to collection procedures.

Donor, Patient & Client Coordination: 20%

• Serve as a primary point of contact for scheduling-related communications.
• Communicate collection scheduling needs and related updates with internal departments, client representatives, and external partners.
• Support donors, patients, clients, physicians, collection teams, and NMDP representatives throughout the scheduling process.
• Request, receive, and organize medical records, physician documentation, and supporting information required for collection scheduling and physician review.
• Respond to routine scheduling inquiries and requests.
• Facilitate communication between operational, clinical, quality, and external stakeholders to support collection readiness.
• Coordinate follow-up activities related to missing information, documentation, scheduling changes, or collection requirements.

Administrative Support & Documentation Management: 10%

• Maintain scheduling records, collection files, and related documentation.
• Assist with medical record management, imaging, and electronic record retention activities.
• Coordinate collection-related documentation and ensure required information is received, organized, and available prior to scheduled procedures.
• Assist with audit, accreditation, and documentation requests related to scheduling and collection activities.
• Support maintenance of operational tracking tools, scheduling databases, and related records.
• Maintain working knowledge of applicable policies, procedures, client requirements, and regulatory standards.
• Handle confidential donor, patient, and client information in accordance with applicable privacy and confidentiality requirements.
• Maintain proficiency in scheduling systems, donor management platforms, and related technologies used to support collection scheduling activities.

Process Improvement & Reporting: 10%

• Assist with scheduling reports, operational metrics, and collection activity tracking.
• Track scheduling trends, cancellations, reschedules, volumes, and capacity utilization metrics.
• Identify opportunities to improve scheduling workflows, communication processes, and collection coordination activities.
• Support implementation of scheduling and operational improvements.
• Participate in process improvement initiatives supporting collection readiness, efficiency, and service delivery.

Requirements

• Education: High School Diploma or GED required. Associate degree in Business Administration, Healthcare Administration, Medical Office Administration, or a related field preferred.
• Experience: Minimum two (2) years of scheduling, administrative coordination, healthcare support, customer service, or related experience; experience coordinating multiple priorities in a fast-paced environment; experience working with scheduling systems, databases, and electronic record systems; strong organizational, communication, and customer service skills; experience handling confidential information and maintaining accurate records; experience coordinating activities involving multiple stakeholders and competing priorities.
• Certifications / Licenses: None required.

Preferred Qualifications

• Experience within healthcare, blood banking, cellular therapy, apheresis, laboratory operations, or another regulated healthcare environment.
• Experience coordinating patient, donor, physician, or procedure scheduling.
• Familiarity with medical terminology.
• Experience working with electronic scheduling systems, databases, electronic medical records, or document management systems.
• Experience supporting FACT, AABB, FDA, NMDP, or similar healthcare programs.
• Experience scheduling cellular therapy, apheresis, stem cell, research, transplant-related, or specialty collection procedures.
• Experience coordinating donor or patient-facing healthcare services.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent sitting, standing, walking, and computer use.
• Frequent use of telephone and electronic communication systems.
• Ability to maintain prolonged periods of concentration and attention to detail.
• Occasional lifting or movement of materials up to 10 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment with regular interaction with donors, patients, physicians, clients, and clinical staff. The role supports scheduling, collection readiness, and administrative coordination activities across the Advanced Therapies program.

Travel

Limited local and occasional regional travel may be required.

Occasional evening, weekend, or extended hours may be required to support operational needs, accreditation activities, audits, or implementation of projects.