Site Visit Coordinator

General Dynamics Information Technology

1d•$78,200 - $105,800•Remote

About The Position

The Site Visit Coordinator is responsible for supporting the preparation, logistics coordination, and document management for site visits conducted as part of OPTN patient safety and compliance case reviews. This role ensures that all schedules, contact information, materials, and timelines related to site visits are organized and executed efficiently. The Site Visit Coordinator assists with preparing agendas, disseminating and de-identifying materials, coordinating site visit reports, and ensuring alignment with HRSA and OPTN governance requirements. This position requires exceptional organizational skills, attention to detail, and the ability to work collaboratively with internal and external stakeholders, including ensuring that all deliverables are completed on time and meet established quality standards. Reporting to the designated supervisor, the Site Visit Coordinator plays a vital role in managing the administrative and operational aspects of site visits.

Requirements

Bachelor’s degree in business administration, healthcare management, public policy, or a related field.
A minimum of 4 years of experience in roles involving project coordination, logistics management, administrative support, or document preparation.
Strong organizational and project management skills, with the ability to manage timelines, documentation, and stakeholder coordination.
High level of detail orientation, especially when preparing and reviewing complex materials.
Proficiency in office productivity tools (e.g., Microsoft Office Suite, PDF editing software, and online collaboration platforms).
Strong written and verbal communication skills for creating agendas, reports, and correspondence.
Ability to collaborate effectively across multiple teams and with external stakeholders under tight deadlines.
Must be able to obtain a Public Trust clearance

Nice To Haves

Experience managing sensitive documents (e.g., de-identification, redaction) and coordinating deliverables is preferred.
Familiarity with healthcare compliance or governance processes is desirable.

Responsibilities

Coordinate logistics for site visits, including schedules, contact information, and required participant details.
Ensure all necessary travel and accommodations are arranged in collaboration with contractors and stakeholders when site visits are conducted on-site.
Build and maintain detailed schedules and itineraries, ensuring a smooth flow of site visit activities.
Serve as the main point of contact for questions or updates regarding site visit timelines and logistics.
Assist in developing and finalizing site visit agendas in collaboration with committee chairs, SMEs, Patient Safety and Compliance Investigators, and HRSA staff.
Prepare and distribute background materials, case summaries, timelines, laws and regulations, draft site visit agendas, and other necessary information to participants ahead of site visits.
Ensure all materials are de-identified and redacted appropriately before dissemination to safety and compliance committees (e.g., MPSC) or other stakeholders for review.
Review materials for quality and accuracy, ensuring compliance with sensitive information policies.
Track all site visit timelines and upcoming deadlines, ensuring site visits and associated reporting are completed on schedule.
Maintain trackers and logs to monitor site visit case milestones, participant feedback, and reporting progress.
Work with HRSA, committee members, and other stakeholders to monitor and enforce adherence to deliverable timelines.
Assist in providing ongoing status updates to committees and leadership on the progress of site visit preparation and reporting.
Manage and maintain templates, ensuring all site visit documents, agendas, and participant materials align with organizational standards.
Conduct quality assurance (QA) reviews of all documents to ensure consistency, accuracy, and compliance prior to dissemination or submission.
Identify and update outdated or incomplete templates, collaborating with leadership to implement improvements.
Act as the administrative liaison between site visit participants, including SMEs, Patient Safety and Compliance Investigators, Committee Engagement Specialists, and other internal staff.
Facilitate seamless collaboration between HRSA, OPTN Safety and Compliance Committees, and participating organizations to ensure all site visit logistics and administrative needs are met.
Support communication among stakeholders to resolve any challenges or delays in site visit preparation.

Benefits

Comprehensive benefits and wellness packages
401K with company match
Competitive pay
Paid time off
Full-flex work week
Variety of medical plan options, some with Health Savings Accounts
Dental plan options
Vision plan
Ability to contribute both pre and post-tax dollars to 401(k) up to the IRS annual limits and receive a company match
Variety of paid time off plans, including vacation, sick and personal time, holidays, paid parental, military, bereavement and jury duty leave
15 days of paid leave per calendar year to be used for vacations, personal business, and illness
10 paid holidays per year
Paid leave and paid holidays are prorated based on the employee’s date of hire
GDIT Paid Family Leave program provides a total of up to 160 hours of paid leave in a rolling 12 month period for eligible employees
Short and long-term disability benefits
Life, accidental death and dismemberment, personal accident, critical illness and business travel and accident insurance are provided or available