Operations Support Coordinator

About the Role

The Operations Support Coordinator provides operational, administrative, and document‑control support for the Advanced Therapies program. The role serves as the primary coordinator for SOP management, document control, operational reporting, inventory and purchasing administration, accreditation support, audit readiness, records management, and departmental coordination activities. Working closely with Clinical, Quality, Medical, and operational stakeholders, the coordinator ensures information, documentation, supplies, and readiness activities are organized, maintained, and executed to meet regulatory, accreditation, client, and organizational requirements.

Responsibilities

• Operational Coordination, Reporting & Project Support (35%)
  • Coordinate day‑to‑day operational support activities across the Advanced Therapies program.
  • Support implementation of departmental initiatives, projects, and operational improvements.
  • Coordinate meetings, agendas, action‑item tracking, and follow‑up activities.
  • Facilitate communication between operational, clinical, quality, and administrative stakeholders.
  • Maintain departmental calendars, project plans, operational trackers, readiness documentation, and tracking tools.
  • Assist with preparation of operational reports, dashboards, scorecards, and performance metrics.
  • Support collection, validation, and reporting of operational data.
  • Assist with project tracking, status reporting, and implementation activities.
  • Prepare presentations, meeting materials, reports, and other materials for leadership review.
• Documentation, SOP Administration & Records Management (30%)
  • Coordinate document‑control activities and support maintenance of controlled documentation.
  • Maintain operational records, logs, databases, and controlled documentation.
  • Support management of departmental SharePoint sites, tracking systems, and operational files.
  • Ensure records are maintained in accordance with established document‑retention requirements.
  • Serve as primary liaison for SOP and controlled‑document management activities.
  • Coordinate SOP review schedules, version control, approval workflows, publication, and archival activities.
  • Collaborate with Clinical, Quality, Medical, and operational subject‑matter experts to facilitate procedure revisions.
  • Maintain SOP review logs, document trackers, and controlled‑document repositories.
  • Coordinate departmental training assignments and maintain training records related to SOP implementation, accreditation, and operational readiness.
• Inventory, Purchasing & Vendor Coordination (20%)
  • Monitor inventory levels of operational supplies, collection materials, and departmental consumables.
  • Coordinate purchasing activities in accordance with organizational procurement policies.
  • Prepare and track purchase requisitions, orders, deliveries, invoices, and receiving documentation.
  • Coordinate with vendors and internal procurement resources regarding order status, shortages, discrepancies, and backorders.
  • Maintain inventory and purchasing records, logs, and supporting documentation.
  • Assist with inventory reconciliations, cycle counts, accuracy activities, and supply audits.
  • Support chain‑of‑custody, product traceability, storage documentation, and related record‑keeping requirements.
  • Escalate concerns that may impact operational readiness, accreditation status, or regulatory requirements.
  • Support invoice reconciliation, payment tracking, and related administrative records in coordination with Finance and Business Operations.
• Accreditation, Audit & Operational Readiness Support (15%)
  • Coordinate logistics and documentation for accreditation activities, audits, inspections, and readiness reviews.
  • Prepare and maintain audit files, supporting documentation, and readiness materials.
  • Track audit findings, corrective actions, operational commitments, and departmental action items through completion.
  • Support operational readiness activities for new services, projects, and initiatives.
  • Coordinate follow‑up activities associated with accreditation, compliance, and project implementation.
  • Coordinate departmental change‑control documentation, implementation activities, required approvals, and related record retention.

Requirements

• Associate degree in Business Administration, Healthcare Administration, Operations Management, or related field (Bachelor’s degree preferred).
• Minimum three (3) years of experience in healthcare operations, business operations, project coordination, administrative support, document control, inventory administration, purchasing coordination, laboratory operations, blood banking, cellular therapy, or another regulated environment.
• Experience managing records, reports, databases, or document‑management systems.
• Experience coordinating multiple priorities and projects simultaneously.
• Strong organizational, communication, and time‑management skills.
• Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.

Preferred Qualifications

• Experience supporting FACT, AABB, FDA, NMDP, CLIA, or similar accreditation and regulatory programs.
• Experience supporting SOP management, document control, records management, inventory administration, purchasing coordination, or accreditation activities.
• Experience within blood banking, cellular therapy, apheresis, Advanced Therapies, laboratory operations, or healthcare environments.
• Experience supporting audits, inspections, accreditation reviews, or operational readiness activities.
• Experience with SharePoint, document‑control systems, project‑tracking tools, or reporting platforms.
• Project management or continuous‑improvement experience.

Physical Demands

Frequent sitting, standing, walking, and computer use. Ability to move throughout clinical, laboratory, and operational areas. Occasional lifting and movement of materials up to 25 pounds. Ability to participate in meetings, audits, readiness reviews, and operational activities across multiple work areas.

Work Environment

Work is performed primarily in office, clinical, laboratory, and operational environments. Regular interaction with clinical staff, medical leadership, corporate quality, and operational stakeholders is required. Limited local travel may be required; occasional travel for meetings, training, accreditation activities, or business needs. Primarily Monday‑Friday schedule; occasional evening, weekend, or extended hours may be needed to support implementation activities, operational readiness, audits, accreditation reviews, or departmental needs.

Schedule

Primarily Monday‑Friday. Occasional evening, weekend, or extended hours as needed.

About Gulf Coast Blood

Since 1975, Gulf Coast Blood has been one of the nation’s largest community blood centers, serving 170 hospitals across 26 counties. Headquartered in Houston, the organization supports the Texas Medical Center while operating 18 donor centers and hosting more than 7,000 mobile blood drives each year. As an FDA‑accredited nonprofit, Gulf Coast Blood provides high‑quality human cellular material for both scientific and therapeutic use.