Job Description

For questions or updates regarding your status in the application process, please contact Gulf Coast Regional Blood Center Recruitment Center at 1-866-497-6945.


Location:
Blood Center Headquarters (La Concha)

Position Title:
Administrative Assistant II - Medical Apheresis

Hours Per Week:
40

Work Week:
M-F

Shift:
Day

Driving Position:
No

GULF COAST REGIONAL BLOOD CENTER

Location: 1400 La Concha in Houston, Texas 77054

SCOPE OF RESPONSIBILITY

Reporting to the Cellular Life Solutions’ (CLS) Operations Coordinator, this position is responsible for receiving cell therapy product requests, preparing and processing patient and donor medical information, recruiting medical/research apheresis donors, and managing the Apheresis Center calendar schedule of patient and donor collections.  Provides administrative and clerical support for the Cellular Life Solutions’ Director and associated departmental staff as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: other duties may be assigned. Management retains the discretion to add to or change the duties of the position at any time.

  • Provide secretarial assistance, including but not limited to triage of incoming calls and emails, updating spreadsheets, organizational, scheduling and general clerical activities; prepare correspondence, reports, and maintain all records
  • Communicate with and assist donors, patients, physicians, and clients with scheduling medical/research apheresis collections and associated procedures
  • Recruit medical apheresis donors and assist with retention communication
  • Maintain Apheresis Room calendar and schedule NMDP donors, patients, and other client requests.
  • Communicate with the NMDP Donor Experience Staff to update NMDP calendar for availability, obtain and organize information for NMDP collections to assist Workup Coordinators with meeting clearance performance measures
  • Recruit, schedule and maintain registry database of donors based on specific client criteria.
  • Gather and prepare files prior to collection by Apheresis Staff.
  • Ensure all files have been reviewed and approved by the physician on call for all collections.
  • Request information from physician’s office for patients and organizes information for approval by physician on call
  • Take and prepare meeting minutes, including recording attendance and other information as needed
  • Prepare outgoing mail
  • Assist with maintenance of CLS contracts in MasterControl, as assigned
  • Monitor and order supplies through NetSuite for CLS department
  • Manage manual invoicing and payment tracking data to present to Business Operations
  • Enter continuing education and training for apheresis staff into LMS Goldmine as needed
  • Maintain proficiency in donor look-up, donor account creation/modification, and scheduling of potential donors via various GCRBC donor platforms.
  • Assist Clinical Research Coordinator with administrative functions as needed
  • Coordinate and perform various projects as assigned
  • Facilitate imaging and electronic record retention for medical apheresis files
  • Maintain working knowledge of Standard Operating Procedures, and other applicable regulatory guidelines and handle related confidential correspondence

 

OTHER REQUIREMENTS

Safety

Must not pose a direct threat or significant risk of substantial harm to the safety or health of himself/herself or others.  Must comply with all applicable safety rules and policies and be willing to report actual and potential safety violations to the appropriate supervisor or manager.

Attendance

Must maintain regular and acceptable attendance at such level as is determined in The Blood Center’s sole discretion.

Regular Hours

Full time:  must be regularly available to work at least 8 hours per day, 40 hours per week, or such other days or hours per week as The Blood Center determines are necessary to meet business needs.

Overtime (applicable only to non-exempt positions)

Must be available and willing to work such overtime per day or per week as The Blood Center determines is necessary or desirable to meet business needs.

Weekend and Holidays

Must be available and willing to work such weekends and holidays as The Blood Center determines are necessary or desirable to meet its business needs.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must have a one-year certificate from an accredited college/technical school; minimum of two years of secretarial experience or related experience or equivalent combination of education and experience. Healthcare experience is highly desirable.

CERTIFICATES, LICENSES, REGISTRATIONS  

None

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence, independently.  Ability to speak effectively before groups of customers or employees of organization.  Able to speak to Spanish speaking donors when needed.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS AND ABILITIES

Type 50 wpm

Basic bookkeeping

Computer literate:  Microsoft Office, NetSuite, Master Control

Good interpersonal communication skills

Good knowledge of Medical Terminology

Good attention to detail, accuracy

Ability to manage multiple projects and prioritize own work

POSITION DRIVING STATUS

Non-Driver

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.

While performing the duties of this job, the employee is frequently required to operate a computer and other office machinery and remain in a stationary position.  The employee must frequently lift and/or move up to 10 pounds.  Employees are required to be familiar with and abide by the team lift requirements as specified in the Safety Program.

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.

The noise level in the work environment is usually moderate.

EEO Statement

The Blood Center is an Affirmative Action/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 identi t y, 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.

Application Instructions

Please click on the link below to apply for this position. A new window will open and direct you to apply at our corporate careers page. We look forward to hearing from you!

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