Blood Operations Coordinator

Founded in 1979, Rhode Island Blood Center (RIBC) has served Rhode Island and the New England area for more than 45 years, delivering more than 90,000 lifesaving blood products annually to 50+ hospitals, EMS and healthcare partners. RIBC is part of New York Blood Center Enterprises (NYBCe), which spans 17+ states and delivers one million blood products to 400+ U.S. hospitals annually. NYBCe additionally delivers cellular therapies, specialty pharmacy, and medical services to 200+ research, academic and biopharmaceutical organizations. NYBCe's Lindsley F. Kimball Research Institute is a leader in hematology and transfusion medicine research, dedicated to the study, prevention, treatment and cure of bloodborne and blood-related diseases. RIBC serves as a vital community lifeline dedicated to helping patients and advancing global public health. To learn more, visit ribc.org. Connect with us on Facebook, X, Instagram, and LinkedIn.

The Blood Operations Coordinator provides the Donor Services and Donor Recruitment departments with support overseeing the general operations of the office to ensure logistical needs are met. This role coordinates with vendors, handles payroll, provides staff scheduling support, oversees clerical duties and assists the management team with project oversight and communication to optimize processes and achieve organizational goals.

Responsibilities:

Administration support-maintains and distributes forms and records, performs data entry, manages files, prepares reports. Assists with purchasing, travel, and expenses as necessary. Fulfills equipment and document orders.
• Assists with insurance reporting and site visit coordination.
• Communication-updates and/or creates memos, presentation materials and emails to effectively communicate information.
• Employee support-assists in onboarding new employees and providing support to existing staff. Coordinates and tracks the completion of training programs/tasks, error management, EB and Navy forms.
• Project management- coordinates projects, tracks progress and ensures tasks are completed on time.
• Event Coordination-assists with internal and external event planning to include, but not limited to, securing venues, invitation distribution and response tracking, agendas, set-up/take-down, ordering food, uploading presentations, attendance tracking, etc.
• Operational improvement-identifies areas for improvement, implements efficiency measures and optimizes workflow.
• Supply chain management-orders supplies and manages inventory.
• Staff scheduling support-works in conjunction with the staff scheduler to ensure staff schedules are built & PTO is approved according to departmental policies. Assists in the management of sick calls while evaluating operational needs.
• Collections Payroll - Ensure Collections team members are properly compensated for work performed and accurately reimbursed for mileage incurred.
• Maintain timecards in the timecard tracking software for Collections teams.
• Review exceptions, holidays, overtime, and other special circumstances that impact compensation with the collections team member and appropriate manager.
• Audit and prepare mileage reports for reimbursement of team members' mileage

Additional Duties:

• Serves as a backup for the Volunteer Coordinator.
• Serves as a backup for the Providence customer service representative.
• Assists and supports the Donor Services & Recruitment team members.
• Performs other duties as assigned.

Education:

High school diploma or equivalent. Associate or bachelor's degree preferred.

Related Experience:

At least two years' experience in an administrative, clerical or communications role.

Knowledge:

• Read and interpret medical, technical, regulatory, and quality procedures in English.
• Expert knowledge with Microsoft Office Suite, including Outlook, Word, and Excel.
• Expert knowledge of payroll and scheduling systems.
• Strong attention to detail in all work processes.
• Ability to handle confidential information and maintain confidentiality

The proposed hourly pay rate for this position is $26.00/hr - $29.00/hr