Job Details

Donor Program Coordinator

US–Hybrid

Requisition ID: 2025-36450

Position Category: Hospital/Clinic Support

Job Type: Unclassified Administrative

Position Type: Regular Full-Time

Posting Department: Unrelated Donor Program

Posting Salary Range: Commensurate with experience

Posting FTE: 1.00

Posting Schedule: Monday - Friday

Posting Hours: 40 hours per week

HR Mission: Healthcare

Drug Testable: Yes

Department Overview

The donor program coordinator in the Knight Cancer Institute Oncology Cancer Service Line functions as a member of a multi-disciplinary team. This position is responsible for collaborating with the Program Manager of the Donor Program with daily operations to facilitate various donor search and transplant process following institutional benchmarks, FACT (Foundation for Accreditation for Cellular Therapies) regulatory needs, and quality measures. This includes daily communication with the National Marrow Donor Program (NMDP), with the OHSU adult Cellular Therapy Program medical providers and staff, internal/external referring physicians, case managers, and HLA (Human Leukocyte Antigen) /DNA Laboratories. The coordinator accomplishes this through collaboration with the interdisciplinary team, involvement in donor research protocols, coordination of care, phone consultation, and understanding of clinical standards and financial metrics. The coordinator is expected to practice in accordance with professional standards, institutional core values, and with a commitment to service excellence.

Function/Duties of Position

Key Responsibilities & Performance Standards

• Donor search activities to include but not limited to:
• Submits search requests to NMDP (National Marrow Donor Program) via the MatchSource Application
• Obtains adequate HLA and demographic data on patients
• Analyzes preliminary search results and gather information on potential donors to customize search and select the most suitable donors for the patient
• Identifies the patient's actual ethnic background to target specific donor pools. Develop search strategies, particularly for difficult searches, with HLA Lab and NMDP search consultants
• Completes lab requisitions to order donor HLA typing
• Oversees establishment and maintenance of patient charts with all results and documentation related to the search and transplant process
• Works closely with NMDP case management to facilitate donor work-up and transportation of donor stem cell products
• Coordinates dates with transplant team, Cellular Therapy Lab, patients, and case manager. Communicates search updates to referring physicians and patients
• Assists with coordination of patient blood draws and sending to NMDP repository
• Assists patients and families with post-transplant communication/correspondence with their related & unrelated donors
• Reviews new patient inbasket message to assess the need to request insurance authorization for HLA typing and donor search
• Contacts potential sibling donors; provides education regarding what donation testing entails
• Completes the chmhla donor smart phrase to document education about donation and sending of kits and letter for Kashi Lab to send to donor with kit
• Registers siblings in EPIC and add them as a donor to the recipient's BMT episode
• Sends HLA testing kit to donors once their consent to be tested has been received (Domestic & International)
• Mails or emails out donor Health History Questionnaire, once received back upload into EPIC
• Notifies team if Care Everywhere is available or obtains pertinent outside medical records on related family members to assist the transplant team with the donor screening process
• Primary contact to be notified of all HLA specimens arriving to the HLA laboratories; responsible for contacting the transplant team regarding questions related to how samples should be processed
• Notifies HLA laboratories to process the recipient/sibling samples once authorization has been received. Will track results and follow appropriate next steps
• Coordinates Related Donor Collections through the NDMP for donors who are unable to travel to OHSU
• Assembles kits as applicable
• Assists patients and families with post-transplant communication/correspondence with their related or unrelated donors
• Attends weekly multidisciplinary meetings and individual physician led team meetings with nurse coordinators and other team members to update search progress and discuss patient status.
• For patients with limited search benefits, demonstrates fiscal accountability and effective use of resources partnering with social work and appropriate funding agencies. Facilitates NMDP financial assistance requests in conjunction with the social worker to the Marrow Foundation. Tracks individual search expenses to keep within limits of donor search benefit.
• Financial Responsibilities: This position has the financial responsibility for reviewing all donor invoices, attaching appropriate EAP Codes, entry into EPIC for processing, reviewing the EPIC work queues, and follow through to final submission of all donor invoice charges.

Required Qualifications

• Bachelor's degree-4 years relevant work experience maybe substituted as appropriate
• 5 years of experience in healthcare setting: with a combination of experience in the following areas: clinic office, direct patient customer service, patient scheduling, or managed care
• Excellent written and verbal communication skills, interpersonal skills, organization skills and analytical skills
• Ability to work effectively and collaboratively in a multidisciplinary environment
• Must have strong PC skills; advanced skills preferred in word processing.
• Must be self-directed, assertive, and resourceful, and demonstrate creative problem solving in a high volume environment.
• Must be able to work independently
• NMDP Transplant Coordinator Training required within 12 months

Preferred Qualifications

• Experience in an oncology physician practice, cellular therapy program, and/or infusion unit.
• Experience with HLA/DNA typing.

Additional Details

• Must be available to respond to Spok Mobile related to overnight transport of marrow and stem cell products 24 hours a day.
• Coverage of search activity when supervisor/manager and/or pediatric program search coordinator is on vacation.
• Orientation period onsite, Portland (South Waterfront) Variable hybrid schedule following orientation.
• There could be additional evening or weekend coverage as applicable

Equal Employment Opportunity

All are welcome. Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the affirmative action and equal opportunity department at 503-###-#### or ...@ohsu.edu.

Equal employment opportunity, including veterans and individuals with disabilities.