Administrative Assistant, Donor Services

Administrative Assistant, Donor Services

South Texas Blood & Tissue is an AABB-accredited blood bank. It operates nine donor centers in South Texas, distributing blood, plasma, platelets, and other components to regional hospitals and emergency first responders. It also provides starting materials to therapeutic developers, and clinical research services. Its apheresis center received FACT accreditation in 2022 for peripheral blood cellular therapy product collection. As an AATB-accredited tissue bank, it offers tissue recovery from living and deceased donors.

Responsible to provide direct administrative support to the Executive Director, Blood Operations, Donor Services and Donor Recruitment management.

Will also assist in providing clerical and personnel support for the department.

Commit to and abide by the character of BioBridge Global's Core Values of Accountability, Stewardship, Pioneer, Integrity, Respect and Excellence (ASPIRE).

Support, communicate and reinforce the mission and vision of the enterprise.

Provide world class customer service by capturing and being responsive to the voice of the customer (internal or external, including donors for select positions) through multiple feedback channels in order to resolve issues and drive satisfaction in accordance with the BBG customer engagement, feedback, and complaint processes.

It is essential that the incumbent have a valid driver's license and be at least 18 years old with a good driving record to meet organization driving standards.

Major Duties and Responsibilities

Essential Tasks

Serve as representative for executive staff, managing appointments, triaging staff inquiries professionally, maintaining confidentiality requirements.

Prepare, maintain and track documents, rosters, logs, and registers pertaining to Donor Services personnel and accurately input, compile, and modify data within various reports and spreadsheets for departmental management.

Assure timely completion of publicity/marketing material for blood drive and Be-the-Match events.

Coordinate associated requests with Donor Recruitment sales staff and Corporate Communications.

Answer telephones, take messages, make referrals, and direct incoming calls appropriately.

Manage process associated with paying invoices through Net Suite as needed for STBTC business units.

Lead efforts to coordinate effective utilization of student volunteers and other internship programs.

Perform typing, transcription, and editing duties.

Schedule departmental meetings and special events, and execute preparations and arrangements, including travel reservations, adhering to BBG accounting guidelines.

Assist with opening, sorting, distributing and preparing incoming and outgoing mail.

Coordinate departmental communications and maintain calendars.

Serve as back up for Donor Support Specialist; maintain appropriate knowledge of work processes to assure continuity when assistance is needed.

Routinely process expense documents for executive staff, assuring proper receipts and other documentation is included and expenses are properly coded per established budget.

Order supplies, and prepare and submit requests as directed.

Assist with verifying, preparing, and submitting departmental timesheets as necessary.

Assist with execution of logistics, ordering meals as appropriate, consolidating presenters' materials for quarterly all staff and other employee celebration/recognition events.

Perform duties of other Donor Services staff in the event of absence.

Perform daily mail delivery.

Coordinate receipt/retrieval of packages as necessary.

Perform special projects and research information for management staff.

Communicate and collaborate effectively with various departments.

Maintain employee attendance records and prepare confidential documents in accordance with STBTC policies.

Assist with reviewing applications and interviewing potential Donor Services employees.

Performs other duties as assigned.

Non-Essential Tasks

Run departmental errands as directed.

May go to blood drives as needed to assist with administrative duties.

Education

Requires a high school diploma or general equivalency diploma.

Prefer a high school diploma or general equivalency diploma with related experience including on-job training (OJT).

Licenses and/or Certifications Texas Operators Driver's License

Experience

No prior specific work experience required.

Prefer administrative work experience.

Knowledge

Must be competent to accurately prepare, process, and track documentation pertaining to Donor Services personnel in a timely manner.

Must acquire a thorough working knowledge of all administrative aspects of the Donor Services department. Must maintain knowledge of and perform according to Standard Operating Procedures (SOPs) and policies.

Must have previous work experience with Microsoft Office, to include Outlook, Word, Excel, Visio and PowerPoint.

Must maintain familiarity of regulatory/quality compliance, to include FDA, EU, ISO, GHM, cGMP, OSHA, etc.

Skills

Must be capable of operating motor vehicles in all @types of weather conditions.

Must have strong computer skills.

Must have excellent written and oral communication skills.

Must have excellent telephone and/or email etiquette skills.

Must @type at least 55 wpm with accuracy.

Abilities

Must be a self-starter and self-directed worker.

Must be able to keep information confidential.

Must be able to make decisions based on predetermined criteria.

Must be neat in appearance and well groomed.

Must be professional, organized, detail oriented, communicative, and have the ability to greet the public in a friendly and courteous manner.

We invest in our people by offering competitive compensation, excellent benefits, and the opportunity to work with the first blood center in America to receive the ISO 9002 accreditation!

All Full Time Positions Qualify for an Affordable and Competitive Benefits Package to include:

Competitive salary

100% Employer Paid Life Insurance

401(k) with Employer Contribution

100% Employer Paid Long-term Disability Plan

Paid Time Off (PTO)

100% Employer Paid AD&D

Extended Illness Benefits (EIB)

100% Employer Paid Employee Assistance Program

Shift Differentials

Group Health Medical Plan with prescription coverage

Paid Holidays

Variety of Voluntary Supplemental Insurances

Incentive Compensation Plan

Voluntary Dental Coverage

Educational Assistance Program

Voluntary Vision

South Texas Blood & Tissue Center (STBTC), a subsidiary of BioBridge Global, is proud to be an Equal Opportunity Employer committed to providing employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status. For more information about your EEO rights as an applicant under the law, please click here . STBTC maintains a Tobacco & Drug-Free Workplace.