Clinical Scheduling Coordinator (Cellular Therapy)

Clinical Scheduling Coordinator (Cellular Therapy)

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The Clinical Scheduling Coordinator plays a critical role in supporting life-changing therapies by serving as the central hub for donor, patient, and collection scheduling activities within the Advanced Therapies program. This position partners closely with Clinical, Operations, physicians, clients, donor coordination teams, and external stakeholders to ensure collection procedures are seamlessly coordinated, appropriately resourced, and executed with excellence.

As a key contributor to collection readiness and operational success, the Scheduling Coordinator drives effective communication, manages complex scheduling logistics, and ensures all required documentation, approvals, and resources are in place to support timely and compliant collection activities. This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced healthcare environment and enjoys collaborating across teams to deliver exceptional service and operational outcomes.

By helping coordinate critical donor and patient collection processes, the Scheduling Coordinator directly contributes to the successful delivery of advanced therapy programs while supporting the highest standards of quality, safety, regulatory compliance, and patient care.

Just For You:

• Free Parking!

• Career advancement.

• Engaging and exciting opportunity to SAVE LIVES.

Tips to thrive in our culture:

• Embody our Core Values of Commitment, Integrity, and Respect

• Work to actively create experiences that inspire others to save lives, each and every day.

• Embrace doing it right, making connections, and creating desired experiences.

• Comply with all organizational policies and standards, including safety rules, and be willing to report actual and potential violations to the appropriate supervisor or manager.

Essential Responsibilities:

Scheduling Coordination & Collection Readiness: 60%

• Coordinate donor, patient, and collection schedules in accordance with program requirements.

• Maintain collection calendars and scheduling systems.

• Coordinate scheduling requests from clients, physicians, NMDP representatives, donor coordinators, and internal stakeholders.

• Coordinate collection schedules in alignment with client protocols, donor availability, physician requirements, facility capacity, and product processing requirements.

• Communicate schedule changes and updates to appropriate team members and stakeholders.

• Monitor scheduling conflicts, capacity constraints, and resource availability and escalate concerns as appropriate.

• Support efficient utilization of collection capacity and operational resources.

• Coordinate collection readiness activities to ensure required documentation, physician approvals, resources, and operational support are in place prior to scheduled procedures.

• Ensure collection files and supporting documentation are available and complete prior to collection activities.

• Communicate and coordinate collection scheduling requirements with internal departments, client representatives, and external partners.

• Monitor collection schedules and follow up on scheduling-related action items to support collection readiness.

• Ensure required physician review and approvals are obtained prior to scheduled collection activities.

• Gather, organize, and prepare collection files and supporting documentation for clinical staff prior to collection procedures.

Donor, Patient & Client Coordination: 20%

• Serve as a primary point of contact for scheduling-related communications.

• Communicate collection scheduling needs and related updates with internal departments, client representatives, and external partners.

• Support donors, patients, clients, physicians, collection teams, and NMDP representatives throughout the scheduling process.

• Request, receive, and organize medical records, physician documentation, and supporting information required for collection scheduling and physician review.

• Respond to routine scheduling inquiries and requests.

• Facilitate communication between operational, clinical, quality, and external stakeholders to support collection readiness.

• Coordinate follow-up activities related to missing information, documentation, scheduling changes, or collection requirements.

Administrative Support & Documentation Management: 10%

• Maintain scheduling records, collection files, and related documentation.

• Assist with medical record management, imaging, and electronic record retention activities.

• Coordinate collection-related documentation and ensure required information is received, organized, and available prior to scheduled procedures.

• Assist with audit, accreditation, and documentation requests related to scheduling and collection activities.

• Support maintenance of operational tracking tools, scheduling databases, and related records.

• Maintain working knowledge of applicable policies, procedures, client requirements, and regulatory standards.

• Handle confidential donor, patient, and client information in accordance with applicable privacy and confidentiality requirements.

• Maintain proficiency in scheduling systems, donor management platforms, and related technologies used to support collection scheduling activities.

• Maintain proficiency in scheduling systems, donor management platforms, and related technologies used to support collection scheduling activities.

Process Improvement & Reporting: 10%

• Assist with scheduling reports, operational metrics, and collection activity tracking.

• Track scheduling trends, cancellations, reschedules, volumes, and capacity utilization metrics.

• Identify opportunities to improve scheduling workflows, communication processes, and collection coordination activities.

• Support implementation of scheduling and operational improvements.

• Participate in process improvement initiatives supporting collection readiness, efficiency, and service delivery.
  

Required Qualifications:

Education

• High School Diploma or GED required.

• Associate degree in Business Administration, Healthcare Administration, Medical Office Administration, or a related field preferred.

Experience

• Minimum two (2) years of scheduling, administrative coordination, healthcare support, customer service, or related experience.

• Experience coordinating multiple priorities in a fast-paced environment.

• Experience working with scheduling systems, databases, and electronic record systems.

• Strong organizational, communication, and customer service skills.

• Experience handling confidential information and maintaining accurate records.

• Experience coordinating activities involving multiple stakeholders and competing priorities.

Certifications / Licenses

• None required.

Preferred Qualifications:

• Experience within healthcare, blood banking, cellular therapy, apheresis, laboratory operations, or another regulated healthcare environment.

• Experience coordinating patient, donor, physician, or procedure scheduling.

• Familiarity with medical terminology.

• Experience working with electronic scheduling systems, databases, electronic medical records, or document management systems.

• Experience supporting FACT, AABB, FDA, NMDP, or similar healthcare programs.

• Experience scheduling cellular therapy, apheresis, stem cell, research, transplant-related, or specialty collection procedures.

• Experience coordinating donor or patient-facing healthcare services.
  

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent sitting, standing, walking, and computer use.

• Frequent use of telephone and electronic communication systems.

• Ability to maintain prolonged periods of concentration and attention to detail.

• Occasional lifting or movement of materials up to 10 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed primarily in an office environment with regular interaction with donors, patients, physicians, clients, and clinical staff. The role supports scheduling, collection readiness, and administrative coordination activities across the Advanced Therapies program.

Travel:

• Limited local and occasional regional travel may be required.

Schedule:

• Primarily Monday – Friday.

• Occasional evening, weekend, or extended hours may be required to support operational needs, accreditation activities, audits, or implementation of projects.

Who We Are:

Since 1975, Gulf Coast Blood has been one of the nation’s largest community blood centers, serving 170 hospitals across 26 counties. Headquartered in Houston, we support the world’s largest medical complex—the Texas Medical Center—while operating 18 donor centers and hosting more than 7,000 mobile blood drives each year. As an FDA-accredited nonprofit, we provide high-quality human cellular material for both scientific and therapeutic use.

Some Jobs Change Lives. Others Save Them. 

Think you have what it takes to save lives with us? We want to hear from you.

EQUAL OPPORTUNITY EMPLOYER STATEMENT

Gulf Coast Blood is an Equal Employment Opportunity Employer. Qualified applicants for positions are considered without regard to race/ethnicity, color, religion, national origin, age, pregnancy, sex, sexual orientation, gender identity, transgender status, military status, protected veteran status, disability status, genetic testing results, or any other basis or characteristic prohibited by applicable law, statute, regulation or Executive Order.