Milk Bank Transportation Coordinator

About the role

The Milk Bank Transportation Coordinator is responsible for performing specific tasks related to the receiving of raw human milk from approved donors and the dispensation of pasteurized donor human milk to CHKD, outpatient recipients and purchasing facilities. Reports to department leadership.

Responsibilities

• Reviews and confirms receipt of orders, pulling of culture‑negative and approved pasteurized donor human milk treatments for dispensation and scanning out.
• Prepares perishable treatments for shipment to ordering facilities or outpatient recipients using shipping software.
• Communicates with and provides customer service to purchasing facilities, outpatient families and donors.
• Arranges the shipping and tracking of the pasteurized donor human milk treatments from outbound transit from the Milk Bank via overnight shipping courier to the end user.
• Monitors, handles and ships treatments using dry ice according to hazardous goods guidelines.
• Uses temperature monitoring devices to assess and assure that the perishable treatments are free from cold‑chain temperature insults during transit.
• In the case of a shipment delay, communicates with the shipping company, makes necessary requests for proper management of the perishable shipment, and completes claims with the shipping company as needed.
• After physician and Milk Bank Manager approval, notifies donors of their approval for donation.
• Directs local donors on how to properly prepare and deliver frozen, raw milk donations; sends appropriate shipping supplies and instructs non‑local donors on how to properly prepare their donations for overnight shipping from the donor’s home to the Milk Bank.
• Receives local and non‑local donations and checks each bag of human milk against the donor’s deferral history and expiration guidelines; enters all milk bank donations into the Milk Bank Management Database.
• Ensures that the donation is free from visible contamination and is in a frozen state.
• Documents and discards donations that do not meet policy and national requirements.
• Secures, labels, barcodes and stores the raw milk donations in the designated freezer while waiting for processing by the lab team.
• Monitors all freezer and refrigerator temperatures and responds to alarms appropriately.
• Maintains all shipping supplies and donor reimbursement supplies.
• Manages the weekend collections hosted by the Junior League of Norfolk and Virginia Beach.
• Maintains communication, collects documentation and arranges the shipments of milk from Milk Bank Depots to the Milk Bank.
• Cross‑trains in the preparation and pasteurization of donor human milk; cross‑trains in donor screening with the Donor Intake Coordinator.
• Monitors storage and preparation areas, performs quality control, and applies sterile techniques to the pasteurization process.
• Performs other duties as assigned.

Requirements

Education: High school diploma or equivalent required; associate’s degree preferred.

Experience:

• One year or more of experience with the receiving, storage, processing, pasteurization and shipping of perishable human milk.
• At least one year of direct shipping and/or receiving experience.
• At least one year of customer service experience related to shipping and/or receiving.
• At least one year of experience using shipping/receiving information systems, dry ice, barcoding technology, and the ability to train others.

Skills and Abilities:

• Demonstrated attention to detail, strong organization skills, and high accuracy in data entry.
• Knowledge of shipping requirements and hazardous materials.
• Critical‑thinking ability to address and re‑route shipping delays or exceptions.
• Ability to utilize specialized equipment such as temperature monitoring devices, pasteurization devices, bottling equipment, and shipping machines and programs.
• Basic computer skills for effective data recording and tracking.

Licenses and Certifications: Food Service Handler card required; Dry Ice Handler card required.

Working Conditions

Milk bank pasteurization area with exposure to disinfecting chemicals, human biological secretions (expressed human milk), storage/handling/shipping of class 9 hazardous materials (dry ice), and intermittent exposure to high ambient heat during pasteurization (>100°F) and extreme cold (‑4°F) freezers.

Physical requirements: Click here to view physical requirements.