Site Visit Coordinator

Type of Requisition:

Regular

Clearance Level Must Currently Possess:

None

Clearance Level Must Be Able to Obtain:

None

Public Trust/Other Required:

NACI (T1)

Job Family:

Functional Experts

Job Qualifications:

Skills:

Communication, Office Administration, Organizing

Certifications:

None

Experience:

4 + years of related experience

US Citizenship Required:

No

Job Description:

The Site Visit Coordinator is responsible for supporting the preparation, logistics coordination, and document management for site visits conducted as part of OPTN patient safety and compliance case reviews. This role ensures that all schedules, contact information, materials, and timelines related to site visits are organized and executed efficiently. The Site Visit Coordinator assists with preparing agendas, disseminating and de-identifying materials, coordinating site visit reports, and ensuring alignment with HRSA and OPTN governance requirements.

This position requires exceptional organizational skills, attention to detail, and the ability to work collaboratively with internal and external stakeholders, including ensuring that all deliverables are completed on time and meet established quality standards. Reporting to the designated supervisor, the Site Visit Coordinator plays a vital role in managing the administrative and operational aspects of site visits.

Key Responsibilities

1. Logistics Coordination

• Coordinate logistics for site visits, including schedules, contact information, and required participant details.
• Ensure all necessary travel and accommodations are arranged in collaboration with contractors and stakeholders when site visits are conducted on-site.
• Build and maintain detailed schedules and itineraries, ensuring a smooth flow of site visit activities.
• Serve as the main point of contact for questions or updates regarding site visit timelines and logistics.

2. Agenda and Materials Preparation

• Assist in developing and finalizing site visit agendas in collaboration with committee chairs, SMEs, Patient Safety and Compliance Investigators, and HRSA staff.
• Prepare and distribute background materials, case summaries, timelines, laws and regulations, draft site visit agendas, and other necessary information to participants ahead of site visits.
• Ensure all materials are de-identified and redacted appropriately before dissemination to safety and compliance committees (e.g., MPSC) or other stakeholders for review.
• Review materials for quality and accuracy, ensuring compliance with sensitive information policies.

3. Timeline and Reporting Management

• Track all site visit timelines and upcoming deadlines, ensuring site visits and associated reporting are completed on schedule.
• Maintain trackers and logs to monitor site visit case milestones, participant feedback, and reporting progress.
• Work with HRSA, committee members, and other stakeholders to monitor and enforce adherence to deliverable timelines.
• Assist in providing ongoing status updates to committees and leadership on the progress of site visit preparation and reporting.

4. Quality Assurance and Templates

• Manage and maintain templates, ensuring all site visit documents, agendas, and participant materials align with organizational standards.
• Conduct quality assurance (QA) reviews of all documents to ensure consistency, accuracy, and compliance prior to dissemination or submission.
• Identify and update outdated or incomplete templates, collaborating with leadership to implement improvements.

5. Stakeholder Coordination

• Act as the administrative liaison between site visit participants, including SMEs, Patient Safety and Compliance Investigators, Committee Engagement Specialists, and other internal staff.
• Facilitate seamless collaboration between HRSA, OPTN Safety and Compliance Committees, and participating organizations to ensure all site visit logistics and administrative needs are met.
• Support communication among stakeholders to resolve any challenges or delays in site visit preparation.

Qualifications

Education:

• Bachelor’s degree in business administration, healthcare management, public policy, or a related field.

Experience:

• A minimum of 4 years of experience in roles involving project coordination, logistics management, administrative support, or document preparation.
• Experience ma