Coordinator III, Donation

Donation Coordinator III

The Donation Coordinator (DC) III is responsible for performing advanced functions within the Donor Services Center, including donor screening at the Administrator-on-Call (AOC) level, within donor record documentation, supporting the donor eligibility review process, and donor disposition, including optimization, for the Sharing Miracles birth tissue donation program. This role ensures accuracy, completeness, efficiency, and compliance across all aspects of the donor screening and donor eligibility process.

The DC III serves as a subject matter expert (SME) in donor screening, BioTissue exclusionary criteria, and possesses deep knowledge of regulatory requirements, including FDA, AATB, and applicable state regulations (e.g., New York State). This position provides support to the Supervisor, Donor Services Center in departmental needs such as complex case review, escalations, and final screening determinations, ensuring adherence to internal SOPs and regulatory standards.

In addition to performing referral intake, donor screening, informed consent, and Donor Risk Assessment Interviews (DRAI), the DC III identifies opportunities to optimize donor utilization through alternative pathways, including Research and Donor Allocation Partners (DAPs), where BioTissue eligibility criteria is not met or in scenarios where opportunities to maximize donation exist.

The DC III serves as a key resource within the Donor Services Center by guiding and developing Donation Coordinator I and II team members. This position facilitates training, supports competency assessments, and contributes to continuous improvement initiatives in collaboration with and under the guidance of the Supervisor and other Tissue Procurement Leadership.

In addition, this role is responsible for monitoring, analyzing and communicating performance metrics to Tissue Procurement Leadership, including both departmental and individual Informed Consent rates, to identify trends and opportunities. The DC III provides actionable insights to Tissue Procurement leadership and contributes to operational strategy, supporting overall performance improvement and organizational goals.

Essential Duties & Responsibilities:

• Performs all responsibilities of Donation Coordinator I and II roles, serving as the AOC escalation for donor screening, documentation, and eligibility-related decisions within the Donor Services Center.
• Monitors departmental and individual informed consent rates established by Tissue Procurement Leadership and provides regular feedback to the Supervisor, Donor Services Center.
• Provides regular analysis, identifies trends, and delivers actionable insights to support targeted improvements and training initiatives for the Donor Services Center.
• Functions at the Administrator-on-Call (AOC) level, providing advanced screening support, real-time decision-making, and guidance on complex or high-risk donor cases.
• Provides mentorship and guidance as an AOC to Donation Coordinator I and II staff, supporting skill development in donor screening, documentation accuracy, and regulatory compliance.
• Provides guidance on informed consent processes and DRAI completion, ensuring regulatory compliance.
• Identify and approach potential birth tissue donors through directed donations, local hospital OR schedules, and partnerships with contracted and non-contracted physicians/OBGYNs; monitors daily activity for incoming referrals to ensure timely follow-up and appropriate donor engagement. Reports activity to the Supervisor to ensure all referrals are handled timely and appropriately.
• Conducts comprehensive review and final assessment of donor records, including medical history, laboratory results, and DRAI documentation, to support donor eligibility determinations and Medical Director review.
• Identifies and evaluates opportunities for donor optimization, including alternative disposition pathways such as Donor Allocation Partners (DAPs) and research use, maximizing the impact of each donor gift. Supports the invoice process for donor tissues dispositioned to DAPs or Research.
• Maintains strict confidentiality of donor and patient information in accordance with HIPAA regulations and organizational policies.
• Performs monthly review of EDRS report in conjunction with the Donation Coordinator II, to ensure timely disposition of referrals, following up with ESPs to resolve outstanding cases and obtain missing documentation.
• Monitors and analyze incoming tissue metrics from Exclusive Strategic Partners and internally sourced donors utilizing the EDRS and BioTissue's ERP system (Sage).
• Works closely with Tissue Procurement leadership to identify tissues needed to support internal studies.
• Manages the invoicing process for optimized or research donor tissues for Donor Allocation Partners.
• Partners with the Supervisor, Donor Services Center to identify process improvement opportunities, streamline workflows, and enhance operational efficiency.
• Supports maintenance of screening and AOC schedules, ensuring appropriate coverage for referral volume, including weekends, holidays, and high-demand periods.
• Provides reporting and information necessary to prepare the annual budget and communicates department needs as part of the ongoing strategic plan.
• Supports the Tissue Procurement Department wherever needed to ensure the continuity of department operations.
• Assists with investigations related to non-conformances and Corrective and Preventive Actions (CAPA), contributing to root cause analysis and implementation of corrective measures.
• Participates in cross-functional initiatives with Quality Assurance, Quality Control, Production, Supply Chain, and Facilities to support organizational goals.
• Leads or contributes to departmental projects, audits, and continuous improvement efforts, promoting best practices and operational excellence.

Skills & Abilities:

• Bachelor's Degree in related field required. (BA Life Science, Surgical Technologist certification, medical/paramedical professional background, or comparable education, work experience, and training – 6 years minimum).
• Minimum 5 years of Donor Coordination, donor referral center, or tissue banking experience required.
• CTBS certification required. Extensive knowledge of AATB standards and FDA CFR 1271 requirements required.
• Ability to conduct presentations with audiences at all levels, communicating clearly and effectively.
• Ability to adapt training based on individual needs to establish initial competency and ongoing competency of Donor Services Center staff.
• Ability to interpret data and metrics and drive continuous process improvement initiatives.
• Ability to work independently, manage Administrator On Call (AOC) responsibilities and communicate with Medical Directors in a respectful and efficient manner.
• Extensive knowledge of medical terminology required.
• Experience in training, precepting, and conducting competency reviews required.

Highly Desired:

• Presentation experience at industry conferences/webinars (AATB, DLA, EBAA, AOPO) or active committee involvement.
• Submission of abstract presentations to industry partners.
• Participation in internal innovation teams (e.g., Breakthrough Teams, War Room projects).
• Proficiency in Windows-based systems (Word, Excel, Adobe Pro, Outlook) – Intermediate to Advanced.
• Strong interpersonal and communication skills for interaction with internal departments, ESP and DAP partners, and Executive Leadership.
• Proven ability to anticipate, analyze, and resolve problems with a critical-thinking approach.
• Familiarity with donor screening, infectious disease testing, and medical record interpretation.

Physical Requirements:

• Fast-paced donor volume environment.
• Flexible work schedule, including weekends, holidays, and on-call assignments.
• Ability to sit for prolonged periods and perform data entry.
• May involve lifting of donor charts, documents, or shipping materials under 25 lbs.