Program Assistant I - BAT

Formerly Puget Sound Blood Center and Lane Blood Center, Bloodworks is backed by more than 70 years of Northwest history and 250,000 donors. A national leader in transfusion medicine, Bloodworks has been chosen to serve more than 90 hospitals in Washington, Oregon and Alaska – partnering closely with local hospitals to deliver the highest level of patient care. Patients with traumatic injuries, undergoing surgeries or organ transplantation, or receiving treatment for cancer and blood disorders all depend on our services, expertise, laboratories and research. We are local, nonprofit, independent, volunteer-supported and community-based.

We have a wonderful opportunity for a candidate to manage the office affairs and provide administrative support to Bloodworks Apheresis (BAT) management and staff. Act as point of contact for internal Bloodworks NW customers, including Clinical Services Management and staff and therapeutic apheresis physicians; area/hospital physicians and other hospital staff, external research coordinators, patients, research donors and the general public.

Principal responsibilities include, but are not limited to:

• Receive, screen, and route telephone calls and visitors; handles general inquiries and requests for information, and routes calls and emails as needed.
• Provide excellent customer service to internal Bloodworks departments, external agencies, and the public.
• Oversee the scheduling of patients and donors for therapeutic apheresis and research procedures.
• Enter transaction and procedural charges into the billing system.
• Coordinate with Bloodworks apheresis physicians, area/hospital physicians, and other hospital staff to arrange for therapeutic apheresis procedures.
• Manage and maintain machine movement logs for easy tracking for both staff and vendors.
• Assist in transporting blood samples to various internal labs.
• Schedule and arrange for in-person and/or virtual (ZOOM) meetings including site selection, equipment set-up, catering, and materials distribution.
• Perform data entry and/or transcription to support and maintain an up-to-date database (spreadsheet and/or digital and physical files).
• Create, modify, maintain, and transmit electronic records in a controlled and approved manner in conformance with FDA requirements.
• Update and maintain BAT databases by performing data entry and/or transcription as needed to support maintenance of up-to-date records.
• Process (photocopy, collate, scan, fax) and distribute mail and other materials.
• Maintain office filing and recordkeeping/archiving systems, including patient records, correspondence, and resource information.
• Manage and maintain unit office supplies.
• Maintain and comply with the confidentiality of all medical and personal information (HIPAA) on patients and donors.
• Comply with all applicable Standard Operating Procedures (SOPs) as written.
• Assist in making necessary expense reimbursements through ReQlogic for BAT staff.
• Assist in routine BAT unit tasks.

REQUIREMENTS:EDUCATION AND EXPERIENCE:

• High school graduate or GED certificate.
• 1-2 years of related work experience or working/scheduling appointments in a medical clinic setting.

Specific job skills include, but are not limited to:

• Excellent grammar/proofreading skills and strong time management and organizational skills.
• Customer service experience is desirable.
• Strong interpersonal communication and customer service skills.
• Demonstrated experience with Microsoft Office applications.
• Ability to multitask and work independently.
• Ability to work effectively in a team environment.
• Pattern of excellent attendance and punctuality in prior positions.
• Require mental activities include continuous use of interpersonal skills; decision-making; teamwork; customer service, as well as the ability to multitask; use of discretion and the ability to read, speak, write, and understand English.
• Require mental activities include creativity, problem analysis, negotiation, training/, independent judgment, and/or independent action, and performing basic Math (used frequently); mentoring and performing advanced Math and basic programming (used occasionally); and presentations/teaching (used rarely).
• Physical activities include continuous use of sitting, talking, hearing, handling, feeling, and repetitive motions of hands/wrists/ and feet.
• Require physical activities used less frequently include reaching, bending, standing walking and stooping (used frequently); kneeling (used occasionally; and crawling (used rarely). The ability to push, pull, and lift an average of 5 pounds throughout the day is required, as is the ability to carry an average of 5 pounds throughout the day.
• Typing, transcription, and computer usage (keyboard, mouse) are specific job functions in the performance of this job.

WORKING CONDITIONS:

• The position requires extensive computer work.
• Occasional moderate lifting.
• This position has direct exposure to bloodborne pathogens.
• Telecommuting is not offered in this role.
• Job conditions to be expected include extensive travel, substantial overtime, and on-call status (frequent); heavy lifting, constant standing, extensive close and CRT work, and sleep deprivation (occasional); and evening meetings (rare).
• Bloodworks is a community-supported non-profit organization. As such, (from time to time) the incumbent can expect to work with volunteers.

Benefits and Perks:
Employees regularly scheduled for 24 hours per week are covered by medical, dental, vision, and life insurance, with family coverage also available. Also able to participate in retirement plans (401a & 401b), consolidated paid leave program (4.8 – 6.8 weeks of time off accrued per year, based on length of service), subsidized transit program, and educational reimbursement. Candidates hired from outside of our service area may be eligible for a relocation assistance bonus*

• Conditions apply

Bloodworks Northwest is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age, protected veteran status, disability status, or any other characteristic protected by law.