Administrative Assistant - Organ and Tissue Donation Aftercare Program

Overview

Versiti is a fusion of donors, scientific curiosity, and precision medicine that recognize the gifts of blood and life are precious. We are home to the world-renowned Blood Research Institute, we enable life saving gifts from our donors, and provide the science behind the medicine through our diagnostic laboratories. Versiti brings together outstanding minds with unparalleled experience in transfusion medicine, transplantation, stem cells and cellular therapies, oncology and genomics, diagnostic lab services, and medical and scientific expertise. This combination of skill and knowledge results in improved patient outcomes, higher quality services and reduced cost of care for hospitals, blood centers, hospital systems, research and educational institutions, and other health care providers. At Versiti, we are passionate about improving the lives of patients and helping our healthcare partners thrive.

Position Summary

Are you an organized, detail-oriented professional who thrives in a fast-paced healthcare environment? We're looking for an Administrative Assistant to provide high-level support to our Organ and Tissue Donation Aftercare Program. This role is ideal for someone who enjoys managing multiple priorities, delivering exceptional customer service, and ensuring critical administrative processes are completed with accuracy and professionalism.

What You'll Do

In this role, you will serve as a key administrative partner for our Organ and Tissue Donation Aftercare Program through a wide range of administrative activities:

• Provides compassionate, family-centered support to donor families, recognizing the unique grief journey that follows the donation process.

• Assists with donor family aftercare and engagement, supporting families for up to 12 months following donation through grief resources, outreach, and volunteer opportunities.

• Coordinates communication between donor families and transplant recipients by facilitating correspondence and providing ongoing support throughout the process.

• Supports donor family recognition and remembrance programs, including donor family celebrations, community events, and annual recognition activities.

• Assists with the planning, coordination, and distribution of mailings, outreach materials, and family communications throughout the year.

• Provides administrative support for birth tissue donor aftercare activities, ensuring timely follow-up and accurate documentation.

• Partners with community organizations, including Threads of Compassion, to support donor family programs and initiatives.

• Serves as administrative and logistical support for donor family services, helping maintain positive relationships and meaningful engagement opportunities.

• Oversees social media platforms, including content scheduling, posting, monitoring engagement, and promoting donor family stories, events, and mission-related initiatives.

• Maintains a high level of organization, reliability, and attention to detail while managing multiple projects and priorities.

• Demonstrates flexibility, empathy, and professionalism when interacting with grieving families, volunteers, community partners, and internal stakeholders.

• Acts as a compassionate ambassador for the organization, supporting the donor family experience with sensitivity, respect, and care.

What You'll Bring

Required Qualifications

• High School Diploma or equivalent.

• 2+ years of post high school experience in an office, healthcare, or professional services environment.

• Experience maintaining and working within multiple databases and systems.

• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Teams, and Zoom.

• Exceptional organizational skills, attention to detail, and ability to manage competing priorities.

• Strong written and verbal communication skills.

• Excellent customer service and relationship-building abilities.

• Ability to exercise sound judgment, problem-solve independently, and maintain confidentiality.

Preferred Qualifications

• EPIC experience.

Who You Are

You are a proactive professional who takes initiative, anticipates needs, and keeps teams organized behind the scenes. You enjoy supporting leaders, managing details, and creating a seamless experiences. Accuracy, discretion, and a strong commitment to service are at the core of everything you do.

Why Join Us?

Join a mission-driven healthcare organization where your organizational expertise helps the Organ and Tissue Donation Aftercare Program in making a meaningful impact every day. Your work will contribute directly to operational excellence and the delivery of high-quality care and services.

Total Rewards Package

CompensationThe target salary is based on internal averages. Versiti sets salary ranges aligned to local markets in which the job is performed. Compensation decisions take into account internal salary averages and differentiation based on education, experience, skills, and performance. Specific salary and benefits information is shared at the time of the phone screening based on your location and qualifications.BenefitsVersiti provides a comprehensive benefits package based on your job classification. Full-time regular employes are eligible for Medical, Dental, and Vision Plans, Paid Time Off (PTO) and Holidays, Short- and Long-term disability, life insurance, 7% match dollar for dollar 401(k), voluntary programs, discount programs, others.

Responsibilities

Major Responsibilities

• Arranges conference call meetings and other meetings as requested.

• Prepares agendas, records and distributes minutes, and assures action items identified in meeting minutes are addressed within required timeframe.

• Provides bookkeeping services, tracking dues receipts, and sending notices as needed.

• Proactively manages calendars and appointments, alerting to upcoming events, independently supporting work schedule of the medical staff based on personal preferences and work style while maintaining the confidentiality of the work environment.

• Supports physicians with preparing publications, including on line searches and document creation. * Participates in team concept providing cross-coverage for other administrative assistants.

• Arranges various meetings including internal and external participants.

• Coordinates travel arrangements and prepares itineraries including completing travel reimbursement forms.

• Prepares and follows up on paperwork as required.

• Places and screens phone calls.

• Order office supplies as needed through our vendors within Oracle.

• Opens and sorts mail, independently handling selected correspondence as appropriate.

• Compiles data and assists in preparation of periodic or special projects including reports and spreadsheets.

General Duties

• Performs incidental word processing/typing, photocopying, and faxing.

• Deals appropriately with confidential situations and materials.

• Creates a professional demeanor with internal and external customers ensuring that the service standards of MSI/CCBD are maintained at all times.

• Performs other duties as assigned

• Complies with all policies and standards

Qualifications

Education

• High School Diploma or equivalent required

• Two to three years post-high school training or experience required

Experience

• 1+ preferably in an office or health care environment required

• Previous experience required in organizing, maintaining, and querying databases in different systems required

• Proficiency with Microsoft Office software (Outlook, Word, Excel, PowerPoint, Teams) and Zoom required

Knowledge, Skills and Abilities

• Knowledge of business and office procedures required

• Exceptional interpersonal and customer service skills with the ability to deal with others using tact and diplomacy required

• Ability to independently problem-solve using sound judgment and critical thinking skills required

• Proven organizational, prioritization skills and attention to detail is a must required

• Excellent verbal and written communication skills required

• EPIC experience is preferred but not necessary required

• Ability to search for scientific publications on line such as PubMed required

• Strong degree of self-initiative required

• Ability to maintain confidentiality required

• Computer, Printer, Multi-line Telephone, Fax Machine, Photocopier required

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