Organ Donation Admin On Call

University of Rochester•Town of Brighton, NY

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Responsibilities: Serves as the on-call operational leader overseeing all referral and donation activity during assigned shifts. Supports timely decision-making, ensures compliance with regulatory and organizational standards, and maintains clear communication with hospital partners, transplant centers, recovery teams, and internal leadership. Provides real-time guidance on referral response, donor management, and allocation processes, maintains working knowledge of preservation procedures, and upholds mission-driven ethical practice across all clinical operations.

Requirements

Bachelor’s degree in Nursing, Health Science or related clinical field and 3 years of OPO donor management and allocation experience required.
Or equivalent combination of education and experience.
In-depth knowledge of the organ donation system, OPTN policy, donor management, allocation, and recovery processes required.
Strong decision-making, critical thinking, and problem-solving skills required.
Ability to provide clear guidance and maintain composure in high-stress situations required.
Ability to mentor and guide staff so they continue to grow in the skills applicable to their role required.
Exceptional interpersonal and communication skills required.
Proficient in ERM systems, iTransplant, DonorNet, and Microsoft Office Suite required.
Commitment to maintain confidentiality, professionalism, and mission-driven service required.
Certified Procurement Transplant Coordinator (CPTC) conducted by the American Board for Transplant Certification (ATBC) required upon hire.
Basic Life Support (BLS) Certification required upon hire.

Nice To Haves

Leadership or supervisory experience at an OPO preferred.
Advanced Cardiac Life Support (ACLS) Certification preferred.

Responsibilities

Serves as the primary operational point of contact during assigned on-call periods.
Triages incoming referrals, evaluates donor suitability (including chart reviews, lab data, diagnostic testing, risk assessment), and decides which referrals warrant full donor evaluation/case activation.
Maintains awareness of all active, pending, and closed referrals and donor cases.
Decides when to close referrals and complete final organ disposition accurately.
Authorizes key operational and clinical decisions (e.g., donor suitability, allocation decisions, logistics, scheduling).
Dispatches staff (clinical, family services, hospital development, and/or preservation) appropriately during on-call periods to manage referrals and donor cases.
Provides support, mentoring, and guidance to staff.
Assists with problem-solving, resource allocation, and escalation of critical issues when they arise.
Participates in the development and maintenance of on-call schedules to ensure adequate coverage.
Ensures that all decisions, donor evaluations, and case activities comply with organizational policies, industry regulatory standards, and ethical guidelines.
Reviews and verifies critical case documentation (death notes, consent/authorization records, lab/infectious disease results, donor risk assessments, hemodilution status, allocation variances, etc.).
Maintains accurate and timely entries in required donor databases, electronic medical records (EMR), and donor charts.
Provides real-time clinical and logistical guidance to donation coordinators, hospital partners, and other staff to facilitate efficient donor evaluation, management, organ preservation, allocation, and recovery.
Monitors donor management parameters, including lab/infectious disease testing results, hemodynamic data, and documentation to ensure accuracy, completeness, and compliance with regulatory/internal policies.
Oversees allocation, organ offer, and allocation strategy in conjunction with transplant centers and medical leadership.
Maintains clear and effective communication with hospital partners, transplant centers, internal leadership, on-site clinical staff, surgical teams, and external vendors or service providers (e.g., transport, labs, tissue/eye banks) as needed.
Conducts and leads huddles and case-specific briefings throughout the donation process (e.g., pre-approach, pre-allocation, pre-OR, post-OR) to ensure all team members are aligned and informed.
Communicates daily staff assignments and passes them off to the oncoming staff, ensuring smooth transition and continuity.
Participates in ongoing performance improvement initiatives, case review meetings, data validation, outcome monitoring, and identification of process or outcome inefficiencies.
Supports staff development, including training, education, mentoring, and orientation as needed.
May assist with departmental staff management, hiring, or scheduling when applicable.
Engages in organizational or departmental projects that support growth, quality, and optimization of donation processes (e.g., protocol updates, workflow enhancements, regulatory readiness).
Other duties as assigned.