We Are Blood

Program Support Coordinator

Austin, TX

Job status
Full time
Paid vacation, 401K / Retirement plan, Disability Insurance, Vision Insurance, Dental Insurance, Life Insurance, Health Insurance
Job description

Purpose: Function as the first contact of the United Tissue Resources offices. Provide program support to the executive team and departmental leadership. Meet and exceed internal & external customer expectations and adhere to established quality practices while continually seeking to improve and expand upon performance and knowledge for self and staff.


Responsibilities & Expectations:


Administrative Support

·        Serve as the principal assistant to the COO/EVP and senior executive staff; appropriately handles calls and correspondence; coordinate and manage schedules, meetings, tasks, and travel arrangements.

·        Function as the first contact for the UTR organization which includes: greeting visitors, providing information and help to employees and customers, answering phones, directing calls to the appropriate people, organizing and maintaining contact lists, etc.

·        Process incoming mail and provide support in mass mailings and faxing (receipt and delivery).

·        Provide administrative support for all UTR staff including onboarding of new hires.

·        Assist in the preparation, reconciliation, and submission of regularly scheduled reports; including expense reports and invoices.

·        Place office and marketing supply orders with Purchasing department or outside vendors. Submit, monitor, and track Facilities and IT work order requests for Tissue Donor Services and Distribution departments.

·        Maintain current UTR administrative policy manual.

·        Assist in developing and maintaining an off-site record.

·        Assist in the execution of UTR meetings and events.

·        Act as UTR Safety Committee representative.

·        Act as AATB liaison for membership tracking and association correspondence.

Billing Support

·        Provide billing support which includes: price verification, price adjustments, obtain purchase order (P.O.) from ordering facility and submit to Accounting and/or contracted vendors.

·        Participate in maintenance and monitoring of current pricing established by all contracted vendors for customer accounts.

·        Assist Accounts Payable, Accounts Receivable, and Tissue Administration to reconcile any item pricing and payment discrepancies.

·        Assist in compilation and tracking of accounts payable and receivable for Tissue Donor Services.

·        Compile and submit for serology reimbursement rates to outside processors. Responsible for internal tracking of serology billing amounts, allocated SSPs, dates billed.

Donor Family Services Support

·        Provide support to the Donor Family Services program which include bereavement mailings, donor recipient letters, and coordination of the donor family event.

·        Provide support to community engagement events in coordination with UTR communications deliverables.


·        Other duties as assigned by Management.

Skills, Education & Experience:

·        High school diploma or equivalent is required. An Associates or bachelor’s degree in Office Administration or Business is preferred.

·        3-5 years administrative support, bookkeeping, and/or customer service experience is required.

·        College degree may substitute for experience.

·        Excellent customer service skills are required.

·        Requires computer literacy with knowledge of software packages including experience with Microsoft Office software.

·        Must be able to perform data entry accurately and maintain a high level of attention to detail with documentation and performance of assigned tasks.

·        Must be able to prioritize and handle multiple tasks at once. Be able to handle interruptions while staying on task to meet assigned deadlines. Project management skills preferred.

·        Must have excellent organizational skills and ability to work with minimal supervision.

·        Must have excellent communication skills both verbally and written.

·        Must be able to maintain confidentiality, exhibit professionalism and discretion at all times.

·        Ability to make sound judgments and decisions to plan and accomplish goals.

·        Must be at least 21 years of age, have a valid Texas driver’s license, proof of insurance, and an acceptable driving record.

Mental & Physical Abilities:


·        Must be able to assimilate information and draw reasonable conclusions.

·        Must be able to work well as part of a team.

·        Must be able to accept and implement change in a professional manner.

·        Must be able to handle multiple priorities.

·        Must be able to work a flexible schedule, including evenings and weekends.

·        Must be able to sit for long periods of time.

Work hours
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