Coordinator I, Donation

Position Summary

The Donation Coordinator (DC) I is responsible for efficiently gathering, documenting, managing, and evaluating donor records obtained through the organization’s Sharing Miracle program while monitoring incoming direct referrals for the Donor Services Center. This role supports Tissue Procurement while maintaining compliance with BioTissue exclusionary criteria, AATB standards, and FDA regulations.

About the Role

Serves as a key resource in facilitating the donor eligibility determination process from initial assessment through manufacturing and may work cross-functionally with GMP/GTP-related departments, including Quality Assurance, Quality Control, Production, Supply Chain, and Facilities. This position plays a key role in the Aftercare process, generating outcome letters and other administrative functions as defined by the Manager, Donor Development and Communication.

Essential Duties & Responsibilities

• Collects, organizes, and uploads donor records into the electronic donor record system for both internally sourced donors and those acquired through strategic partnerships. Documentation includes, but is not limited to, consent forms, DRAI, tissue acquisition records, physical examination forms, medical records, laboratory test results, hospital and prenatal records, and storage and traceability records.
• Maintains strict confidentiality of donor and patient information in accordance with HIPAA regulations and organizational policies.
• Requests and obtains additional information (AI) to support the donor eligibility process from hospitals, physician or midwifery offices, and contracted or non-contracted records departments.
• Collaborates closely with the Donor Eligibility Assessment Coordinators and the Supervisor, Donor Records to resolve outstanding information requests related to internally sourced donor charts.
• Performs accurate data entry into the electronic donor management system based on incoming donor information from systems such as SAGE, as well as tissue packing and storage documentation from donors acquired through ESPs or internally sourced.
• Retrieves donor information and records through secure electronic portals provided by ESPs.
• Obtains and verifies infectious disease testing results and microbiological cultures in accordance with BioTissue exclusionary criteria, AATB standards, FDA regulations, and other applicable regulatory requirements to support donor eligibility determination.
• Identifies, tracks, and resolves missing or incomplete information, providing regular status updates to the Supervisor, Donor Records and internal stakeholders regarding donor records.
• Completes all required documentation throughout the donor chart intake and review process, ensuring accurate maintenance, upload, and traceability of electronic records, including accuracy within ERP systems.
• Ensures adherence to departmental quality standards by maintaining timely processing and resolution of donor charts and corrections, maximizing opportunities for transplantation and delivering high-quality internal and external customer service.
• Supports the Donor Allocation process, as needed, to facilitate alternative disposition pathways through Door Allocation Partners (DAPs) and research use, maximizing impact of each donor gift.
• Maintains strict adherence to HIPAA regulations and always ensures donor confidentiality.
• Performs administrative duties within a GMP environment, including electronic filing, copying, scanning, shredding, and archiving documentation for the Tissue Procurement department.
• Maintains required competencies through ongoing training, including virtual learning, and adheres to all departmental and organizational SOPs, forms, and work instructions.
• Participates in departmental and organizational meetings to support effective communication and collaboration.
• Collaborates with Donation Coordinator II & III and Tissue Procurement Leadership to support departmental goals and initiatives.

Skills & Abilities

• Proficiency in Medical Terminology
• Knowledge of computer database software and hospital EMR access experience a plus.
• Ensures that work outputs are highly accurate with a keen eye for detail.
• Proficient in the use of computer equipment and software, including but not limited to Windows environment (Word, Excel, Adobe Pro, Outlook - Intermediate to Advanced skills required).
• Commitment to excellence and high standards, including record keeping.
• Complex knowledge of procedures, practices, and policies.
• Able to anticipate and critically think through problems.
• Can sit for long periods of time at a computer.
• Able to multi-task in a fast-paced donor-driven environment.
• Able to prioritize time-sensitive tasks.
• Able to work a flexible schedule based on department needs and a rotating schedule.
• Reads and interprets medical records, medical abbreviations, lab reports, and operative reports.
• Capable of reacting quickly and decisively in unexpected and dynamic situations.
• Able to effectively manage multiple projects and competing priorities.
• Excellent communication skills; fluent (oral/written) English.
• Able to take on moderately complex tasks with instruction and limited supervision.
• Able to maintain a strict code of confidentiality and discretion.
• Strong collaborative skills; ability to work equally efficiently with other team members as part of an interdisciplinary team and independently.
• Strong interpersonal and listening skills and the ability to communicate effectively with a wide range of people, including medical staff, hospital personnel, and potential/actual donors.
• Shows genuine sensitivity to the needs, feelings, and capabilities of other people. Deals with others in a pleasant manner. Treats others with respect and consideration.
• Shows a sense of pride and ownership in providing excellent professional customer service, responding to customer and partner needs and responses to them in a timely and effective manner.

Position Expertise/Qualifications

• 1-2 years of experience in tissue banking (donor coordination, donor referral center, recovery, processing etc.), preferred.
• 2 years medical terminology/medical records, required.

Physical Requirements

• Sedentary work that generally requires sitting and/or standing.