Operations Support Coordinator

Job Description

Job Description

Position Title:  

Operations Support Coordinator

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The Operations Support Coordinator provides operational, administrative, and document control support for the Advanced Therapies program. The position 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 role helps ensure operational information, documentation, supplies, and readiness activities are organized, maintained, and executed in support of regulatory, accreditation, client, and organizational requirements.

Just For You:

• Career advancement.

• Engaging and exciting opportunity to SAVE LIVES.

Tips to thrive in our culture:

• Embody our Core Values of Commitment, Integrity, and Respect

• Work to actively create experiences that inspire others to save lives, each and every day.

• Embrace doing it right, making connections, and creating desired experiences.

• Comply with all organizational policies and standards, including safety rules, and be willing to report actual and potential violations to the appropriate supervisor or manager.

In this role, you will:

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 and coordination 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 in accordance with departmental and organizational requirements.

• 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.

• Support preparation and maintenance of operational forms, templates, and reference materials.

• Serve as the primary departmental liaison for SOP and controlled document management activities.

• Coordinate SOP review schedules and ensure procedures are reviewed and updated within required timeframes.

• Coordinate document routing, version control, approval of 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 associated with SOP implementation, accreditation requirements, and operational readiness activities.

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 and procedures.

• 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, inventory accuracy activities, and supply audits.

• Support chain-of-custody, product traceability, storage documentation, and related recordkeeping requirements.

• Escalate operational, documentation, inventory, traceability, training, supply, or compliance concerns that may impact operational readiness, accreditation status, or regulatory requirements.

• Support invoice reconciliation, payment tracking, purchasing documentation, and related administrative records in coordination with Finance and Business Operations.

Accreditation, Audit & Operational Readiness Support: 15%

• Coordinate logistics and documentation associated with 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 implementation of projects.

• Coordinate departmental change control documentation, implementation activities, required approvals, and related record retention.

We need someone who has:

• 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.
  

We prefer:

• 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:

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.

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:

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 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. Occasional evening, weekend, or extended hours may be required to support implementation activities, operational readiness, audits, accreditation reviews, or departmental needs

Who We Are:

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, we support the world’s largest medical complex—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, we provide high-quality human cellular material for both scientific and therapeutic use.

Some Jobs Change Lives. Others Save Them. 

Think you have what it takes to save lives with us? We want to hear from you.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

Gulf Coast Blood is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results, or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.