Operations Support Coordinator

Gulf Coast Blood•Houston, TX

20d•Hybrid

About The Position

The Operations Support Coordinator provides operational, administrative, and document control support for the Advanced Therapies program. The position serves as the primary coordinator for SOP management, document control, operational reporting, inventory and purchasing administration, accreditation support, audit readiness, records management, and departmental coordination activities. Working closely with Clinical, Quality, Medical, and operational stakeholders, the role helps ensure operational information, documentation, supplies, and readiness activities are organized, maintained, and executed in support of regulatory, accreditation, client, and organizational requirements.

Requirements

Associate degree in Business Administration, Healthcare Administration, Operations Management, or related field; Bachelor's degree preferred.
Minimum three (3) years of experience in healthcare operations, business operations, project coordination, administrative support, document control, inventory administration, purchasing coordination, laboratory operations, blood banking, cellular therapy, or another regulated environment.
Experience managing records, reports, databases, or document management systems.
Experience coordinating multiple priorities and projects simultaneously.
Strong organizational, communication, and time-management skills.
Proficiency with Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.

Nice To Haves

Experience supporting FACT, AABB, FDA, NMDP, CLIA, or similar accreditation and regulatory programs.
Experience supporting SOP management, document control, records management, inventory administration, purchasing coordination, or accreditation activities.
Experience within blood banking, cellular therapy, apheresis, Advanced Therapies, laboratory operations, or healthcare environments.
Experience supporting audits, inspections, accreditation reviews, or operational readiness activities.
Experience with SharePoint, document control systems, project tracking tools, or reporting platforms.
Project management or continuous improvement experience.

Responsibilities

Coordinate day-to-day operational support activities across the Advanced Therapies program.
Support implementation of departmental initiatives, projects, and operational improvements.
Coordinate meetings, agendas, action-item tracking, and follow-up activities.
Facilitate communication and coordination between operational, clinical, quality, and administrative stakeholders.
Maintain departmental calendars, project plans, operational trackers, readiness documentation, and tracking tools.
Assist with preparation of operational reports, dashboards, scorecards, and performance metrics.
Support collection, validation, and reporting of operational data.
Assist with project tracking, status reporting, and implementation activities.
Prepare presentations, meeting materials, reports, and other materials for leadership review.
Coordinate document control activities and support maintenance of controlled documentation in accordance with departmental and organizational requirements.
Maintain operational records, logs, databases, and controlled documentation.
Support management of departmental SharePoint sites, tracking systems, and operational files.
Ensure records are maintained in accordance with established document retention requirements.
Support preparation and maintenance of operational forms, templates, and reference materials.
Serve as the primary departmental liaison for SOP and controlled document management activities.
Coordinate SOP review schedules and ensure procedures are reviewed and updated within required timeframes.
Coordinate document routing, version control, approval of workflows, publication, and archival activities.
Collaborate with Clinical, Quality, Medical, and operational subject matter experts to facilitate procedure revisions.
Maintain SOP review logs, document trackers, and controlled document repositories.
Coordinate departmental training assignments and maintain training records associated with SOP implementation, accreditation requirements, and operational readiness activities.
Monitor inventory levels of operational supplies, collection materials, and departmental consumables.
Coordinate purchasing activities in accordance with organizational procurement policies and procedures.
Prepare and track purchase requisitions, orders, deliveries, invoices, and receiving documentation.
Coordinate with vendors and internal procurement resources regarding order status, shortages, discrepancies, and backorders.
Maintain inventory and purchasing records, logs, and supporting documentation.
Assist with inventory reconciliations, cycle counts, inventory accuracy activities, and supply audits.
Support chain-of-custody, product traceability, storage documentation, and related recordkeeping requirements.
Escalate operational, documentation, inventory, traceability, training, supply, or compliance concerns that may impact operational readiness, accreditation status, or regulatory requirements.
Support invoice reconciliation, payment tracking, purchasing documentation, and related administrative records in coordination with Finance and Business Operations.
Coordinate logistics and documentation associated with accreditation activities, audits, inspections, and readiness reviews.
Prepare and maintain audit files, supporting documentation, and readiness materials.
Track audit findings, corrective actions, operational commitments, and departmental action items through completion.
Support operational readiness activities for new services, projects, and initiatives.
Coordinate follow-up activities associated with accreditation, compliance, and implementation of projects.
Coordinate departmental change control documentation, implementation activities, required approvals, and related record retention.