Supervisor of Placement and Allocation

Summary: 

The Supervisor of Placement and Allocation role is responsible for managing the day-to-day activities related to the systems for placement of organs in STA’s donor service area for transplantation and research.  Activities include, but are not limited to, being knowledgeable of individual hospital and OPTN policies related to the donation of all anatomical gifts; and performing activities related to the initial and surgical recovery elements of the donation process.  This role will assist in the development and retention of department staff.  The activities include input into the orientation of new staff, as well as any special projects that may be assigned.  This incumbent develops and maintains expertise associated with donor evaluation and organ recovery practices to include, but not limited to, donor management, organ preservation, and organ distribution logistics.  The position will also facilitate the general activities required throughout the donor recovery period under the direction of the Chief Medical Officer, clinical management team, and the lead recovery surgeon present in the operating room. 

Essential Job Functions and Responsibilities: 

• Communication 

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  • Provide clear, effective direction to team members regarding the duties, responsibilities, and performance expectations of the Placement and Allocation Coordinator role. 
  
  
  
  

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  • Collaborate on daily donor case activities to ensure appropriate assignments and reassignments, participation in huddles, and timely communication of critical information related to donor activity. 
  
  
  
  

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  • Assist People Services with recruitment, interviewing, and onboarding activities for department staff. 
  
  
  
  

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  • Time Management 
  
  
  
  

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  • Maintain regular office hours in addition to on-call and other scheduled responsibilities. 
  
  
  
  

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  • Participate in rotating on-call responsibilities with departmental leadership. 
  
  
  
  

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  • Maintain competency in all Placement and Coordinator duties by working scheduled shifts monthly and as needed to support appropriate staffing for donor activity, based on departmental needs. 
  
  
  
  

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  • Ensure adequate staffing through collaborative development and management of department schedules. 
  
  
  
  

• Attention to Detail 

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  • Approve employee expense reports, off-call pay, and paid time off requests in accordance with STA guidelines, policies, and established approval requirements. 
  
  
  
  

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  • Ensure accurate and timely documentation of employee training, corrective actions, and required follow-up activities. 
  
  
  
  

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  • Actively monitor allocation volume and donor case activity to identify trends and provide input regarding optical allocation strategies. 
  
  
  
  

• Problem-Solving 

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  • Conduct root cause analyses and develop corrective action plans related to departmental functions and identified performance or operational concerns. 
  
  
  
  

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  • Oversee the coordination and execution of research and quality improvement initiatives, including Plan-Do-Study-Act (PDSA) initiatives approved by STA leadership and under the direction of department leadership. 
  
  
  
  

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  • Participate in Clinical Case Review in-services to evaluate donor case activity, identify opportunities for improvement, and support application of lessons learned to future cases.   
  
  
  
  

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  • Accountability 
  
  
  
  

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  • Supervise assigned team members and provide oversight of day-today performance, departmental responsibilities, and adherence to established expectations. 
  
  
  
  

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  • Conduct employee performance appraisals and administer performance improvement plans and corrective actions under the direction of the Manager, Placement and Allocation. 
  
  
  
  

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  • Conflict Resolution 
  
  
  
  

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  • Support resolution of operational challenges arising during daily donor case activity, including assignments and reassignments, staffing concerns, and other issues requiring leadership intervention. 
  
  
  
  

• Coaching & Feedback 

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  • Meet individually with assigned team members at least monthly to discuss individual performance, department metrics, expectations, development opportunities, and areas requiring improvement. 
  
  
  
  

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  • Assist Learning & Development with the training and development of new staff. 
  
  
  
  

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  • Assist in the development of continuing education, training materials, programs, and curriculum related to clinical functions and organ placement and allocation. 
  
  
  
  

• Performs other job-related duties as assigned that are consistent with the purpose of the role. 

Education, Experience, and Licensing Requirements: 

• High school diploma or general educational degree (GED).  Associate’s degree in related field is preferred.  A combination of alternative education and experience may be considered in lieu of the formal education requirements. 

• Certified EMT-B or LVN or completion of an accredited clinical healthcare program resulting in certification, registry, or licensure is required. 

• Minimum of 3 years of experience in clinical OPO or allocation is preferred. 

• Prior leadership experience is preferred. 

• Knowledge of OPO standards and OPTN policy is required. 

• Current Driver’s License is required and maintained with an acceptable driving record as defined by STA policy. 

Compliance:  

• This position is classified as OSHA Bloodborne Pathogens Exposure Category III.  Employees in this role are not routinely expected to perform tasks that involve contact with blood, bodily fluids, or other potentially infectious materials.  

• While exposure risk is minimal, employees are expected to follow organizational safety policies and report any potential exposure incidents immediately.  

• This role requires compliance with HIPAA and all confidentiality standards related to patient, donor, employee, and organizational information.  Employees must safeguard all confidential information and disclose it only as permitted by law and organizational policy.    

Other:   

 Southwest Transplant Alliance maintains a policy of nondiscrimination with employees and applicants for employment. No aspect of employment will be influenced in any manner by race, color, religion, sex, age, national origin, physical or mental disability, genetics, sexual orientation, gender identity, gender expression, or any other basis prohibited by statute.  In addition to federal law requirements, STA complies with applicable state and local laws governing nondiscrimination in employment in every location in which the STA has staff. 

Disclaimer:  

This job description is intended to describe the general nature and level of work performed.  It is not an exhaustive list of responsibilities, duties, or skills required. Job duties may change at any time with or without notice.  Nothing in this description constitutes a contract of employment, and employment remains at-will.