Gift Body Program Administrative Assistant

Who is Saint Louis University? Founded in 1818, Saint Louis University is one of the nation’s oldest and most prestigious Catholic universities. SLU, which also has a campus in Madrid, Spain, is recognized for world-class academics, life-changing research, compassionate health care, and a strong commitment to faith and service.

All About You

JOB SUMMARY

Under general supervision, answers all inquiries regarding the Gift Body Program. Enters information into database and generates letters for donors and next of kin and wallet cards for donors. Coordinates funeral home deliveries of donors.  Monitors blood work results and provides travel letters.  Collects and tracks program data and provides weekly and monthly reports to the Director.  Creates monthly State Anatomical Board reports and coordinates the annual local meeting. Coordinates the annual inter-faith memorial service for families of donors and bi-annual donor burial.

JOB DUTIES

• Answers all inquiries regarding Gift Body Program. Logs inquiries into GBP database and distributes as required: forms, instruction sheets, acknowledgement letters, wallet cards, update forms and responds in writing for other related requests. Prepares receipt acknowledgment letters for appropriate signature. Maintains gift body files and database with up-to-date information. Troubleshoots Access database issues and escalates to appropriate IT contact or vendor.

• Enforces GBP policies of acceptance; informs funeral directors/transporters of required paperwork and coordinates delivery of gift bodies with funeral directors/transporters and morgue personnel; checks accuracy of delivered paperwork; obtains cause of death, directs non-routine requests to appropriate individuals, may escalate other requests to the Director.Provides cause of death for Human Anatomy courses each semester.

• Receives, logs and monitors all specimen requests.Coordinates pick up and return of specimens requested by other medical institutions and ensures their timely return.Monitors blood work test results and informs morgue personnel of results. Logs blood work and information from morgue daily reports in spreadsheets for generating reports. Schedules monthly morgue meetings; creates and presents specimen data reports. Reviews monthly lab testing invoices for accuracy. Provides morgue personnel with travel letters.

• Provides reception in the office by answering phones, distributing mail/packages, maintaining bulletin boards, and greeting visitors. Reports emergencies/repairs requests to appropriate departments.

• Prepares monthly report to State Anatomical Board; collects monthly gift body information from medical schools in the St. Louis Local Anatomical Board; prepares and distributes all information dealing with human material transfers; maintains legally required daily/monthly/annual records regarding gift body receipt, use, disposition; compiles yearly statistics, prepares reports, questionnaires, etc.; prepare and maintain monthly record of Local Anatomical Board – St. Louis receipt of unclaimed bodies and submits to Missouri State Anatomical board. Coordinates annual Local Anatomical Board meeting, attending, and recording minutes; prepare minutes of meeting and distribute.

• Coordinate annual Gift Body Inter-Faith Memorial Service. Assist with the scheduling of speakers and student participants. Order appropriate supplies, and make arrangements for food, church/ballroom rental, parking, transportation services. Prepare and mail invitations with maps. Prepare memorial service program. Prepare donor names for service.Attends to ensure a successful event.

• Coordinates bi-annual burial; schedules date with Director, Campus Ministry, morgue personnel, and cemetery; contacts cemetery concerning gravesite and SLU Distribution Services for pick-up and delivery of cremains to cemetery; prepares list of donors and other paperwork for burial.Tracks donors for burial and notifies families once burial has taken place.Works with Catholic Cemeteries Association on issues regarding gravesite upkeep.

• Performs other duties as assigned.

Required Knowledge, Skills, and Abilities

• Knowledge of administrative and clerical procedures and systems such as word processing, letter writing, file and record management and use of office equipment (fax, copiers, printers, etc.)

• Proficient in computer software skills e.g. Microsoft Suite (Word, Excel, PowerPoint) and Outlook email/calendar

• Knowledge of Google docs and sheets is preferred

• Strong customer service and interpersonal skills

• Ability to effectively solve problems

• Strong written and verbal communication skills

• Ability to work within a team,