Operations Coordinator, Policy

Position Description

The Policy Department leads and develops all aspects of the policy development process for the Organ Procurement and Transplantation Network, including advocacy and engagement efforts with OPTN members, key leaders, and other transplant community stakeholders.

The Policy Operations Coordinator serves as an integral part of a collaborative, cross-functional team in the PCR Department. The Operations Coordinator plans, maintains and executes core operational processes supporting OPTN policy development, committee support, contract deliverables, records management, and data management. The Operations Coordinator supports operational agility and program management that enables PCR to meet its core responsibilities to internal and external stakeholders and advance organizational goals.

Key Responsibilities

• OPTN Policy Development Planning and Operational Support
  
  
  
  • Collaborate in planning key policy development timelines and milestones
  • Create and maintain process documentation for policy development operational activities
  • Provide guidance and training to policy team members on operational processes
  • Participate in problem identification and solutioning for policy development operational activities
  • Maintain planning and tracking tools for key policy processes (e.g. resource estimates)
  • Collaborate with other department team members to ensure quality audits of the OPTN website
  • Create and maintain public comment data collection tools in Salesforce
  • Assist with public comment intake, tracking, and moderation, including facilitating reviews for adherence to OPTN and HHS standards with guidance from manager and PCR leadership
  • Support regional meeting planning process by disseminating communications, posting information to OPTN website, populating agendas, developing surveys, managing survey data
  • Facilitate team planning and execute operations and logistics related to policy implementations
  • Assist with conducting quality assurance activities for document collection, status, and tracking
  • Convert documents from Microsoft products into Portable Document Formats and remediate for Section 508 accessibility conformance
  • Maintain, update, remediate, and perform quality assurance activities for master OPTN Policy and Bylaw documents with guidance from manager and Policy Counsel
  
  
  
  
• OPTN Committee Management Operational Support
  
  
  
  • Support the development and facilitation of a consistently applied, well-planned OPTN committee volunteer appointment process, including communications, roster population, and supporting regional nominating committee processes
  • Critically review and collaborate in auditing OPTN volunteer requirements, Share Point site access and permissions, and managing Conflict of Interest and Confidentiality requirements
  • Monitor and ensure timely and accurate responses for policy and open forum mailbox requests
  • Support the training, troubleshooting, and maintenance of all platforms used to meet, livestream and communicate with OPTN volunteers
  • Schedule and coordinate internal and external meetings (e.g. regional meetings) upon request
  • Maintain process documentation for committee management support activities
  • Identify and implement process improvements opportunities for committee management operational support processes
  
  
  
  
• OPTN Contract Deliverables, Records and Data Management Support
  
  
  
  • Establish and maintain organizational systems for policy documents throughout their life cycle
  • Create, maintain, and audit tracking tools for all policy required OPTN contract deliverables
  • Post deliverables to OPTN webpages and other platforms within contract defined timelines
  • Assist with metric tracking and problem solving for contract deliverables
  • Serve as the PCR records steward and assist with records management questions
  • Contribute to creating, maintaining, and auditing systems for relevant data
  • Maintain process documentation for contract deliverables, records, and data management support activities
  
  
  
  
• Special Projects Support and Coordination
• Support specific committee and department projects upon request
• Contribute to process improvement activities including updating and maintaining work instructions, process documentation and the department Share Point site
• Provide other administrative support upon request
• Position must be carried out in a way that understands the priorities and business needs of the policy department

Minimum Requirements

• 2 years of experience in program management, project coordination or equivalent work experience required

Critical Skills

• Highly organized and detail-oriented with proven experience to ensure quality services and products
• Excellent communication skills (oral and written) including active listening skills
• Proficiency with Microsoft Office products including Outlook, Word, Excel, and PowerPoint
• Problem-solving skills to address customer needs
• Ability to work independently and collaboratively with teams
• Ability to perform multiple tasks efficiently and effectively
• Willingness to learn 508 document remediation and stay up to date with current training and standards

Additional Skills & Qualifications

• Experience remediating online documents to meet Section 508 compliance desired
• Experience with Umbraco or other web content management system platform desired
• Experience with learning and implementing new technology preferred
• Experience with public policy and/or organ transplant terminology preferred
• Experience with SharePoint collaborative platform desired
• Experience with Salesforce Customer Relationship Management Software desired
• Experience with survey tools such as RedCap, MS Forms, polling applications
• Knowledge of HTML formatting and web page design desired
• Knowledge of 508 web page construction as it pertains to HTML formatting desired
• Commitment to continuous process improvement and best practice sharing with colleagues
• Ability to align all work with the organization's vision, mission, and values and department goals

Education

• 4-year degree in business, public policy, or other related field of study or equivalent work experience

Physical Requirements

• General office demands
  
  
  
  • Prolonged periods of sitting at a desk and working on a computer.
  • Frequent reaching, handling, and fine manipulation for using office equipment, filing, and managing paperwork.
  • Manual dexterity sufficient to operate a keyboard, mouse, and other office tools.
  • Occasional standing, walking, and bending.
  • Ability to lift up to 10-20 pounds occasionally.
  • Vision abilities required include close vision for computer work and reading documents.
  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.