Come join our team and become part of what the Boston Globe has recognized as one of the Top 100 Women-Led Businesses in Massachusetts 2018 - 2024! 

Saving lives through organ and tissue donation is the mission uniting our employees and drives the work we do. 

New England Donor Services (NEDS) coordinates organ and tissue donation in Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, the eastern counties of Vermont and Bermuda. Responsible for one of the largest of the 55 Organ Procurement Organizations (OPOs) that make up the nation’s donation system, NEDS works with over 200 hospitals and serves nearly 15 million people in our region, screening nearly 55,000 potential donor referrals annually. With approximately $140M in operating revenues, NEDS employs 360 clinical and non-clinical staff members throughout New England and across the country.

Our vision is to be a leader in the development and implementation of strategies to increase the life-saving and life-enhancing gifts of organ and tissue donation through effective relationships with our clinical partners, donor families and the communities we serve.

The Administrative Specialist provides support for all of Organ Donation Services (ODS) including call schedules, expenses, scheduling/planning meetings, travel arrangements and general data management and reports. The Administrative Specialist manages the Memorial Card process for donor families and oversees the communication and distribution of hospital development promotional materials and supplies.

Staff Expenses:

• Reviews expenses to ensure submissions are complete and accurate.
• Communicates to employee when corrections are needed or forwards expenses to Manager for final approval.

Travel:

• Arranges and coordinates travel schedules and reservations for ODS staff.
• Coordinates all travel logistics for contract Traveler staff.

New Hires:

• Enters on-site case activity into the online competency checklists.
• Enters call schedule into ODS’ schedule platform, Aladtec, and calendars on SharePoint.

Memorial Cards:

• Intakes memorial card submissions from donor families and accurately submits them to printing company to generate a proof.
• Reviews proofs with Administrative team.
• Coordinates printing and delivery with printing company.

Hospital Development:

• Oversees request and distribution of hospital development education and promotional materials and supplies.
• Maintains budget for promotional items and hospital development materials.
• Works with Hospital Donation Strategists (HDSs) to develop the Hospital Highlight for the Hospital Partners portion of the NEDS website.
• Generates and emails CEU certificates for attendees of various education sessions and symposiums

Call Schedules:

• Supports Organ Optimization Managers with the creation of Donation Coordinator call schedules.
• Supports Family Services leadership with maintaining a current schedule for Family Services team.
• Enters call schedules each month into Aladtec.

Administrative:

• Develops and maintains relevant databases, records and reports as requested.
• Coordinates schedules for ODS Leadership and creates meeting appointments and invites.
• Coordinates and arranges meetings, conference/video calls, prepares agenda, prepares meeting materials, reserves and prepares facilities and records, transcribes and distributes meeting minutes as requested.
• Makes copies of correspondence or other printed materials.
• Prepares expense reports and invoice information for services rendered.
• Forwards mail for Family Services team.
• Carries out other duties as deemed appropriate by Administrative Manager, Education and Development and/or Sr. Director, Education and Development.

• Computer & Application Literacy: proficiency in Microsoft Office suite, Zoom, Adobe Acrobat, polling software, and ability to learn NEDS-specific applications.
• Organization: ability to maintain data bases, manage multiple projects, and meet deadlines.  Effective time-management and problem-solving skills; ability to manage and adapt to multiple, changing priorities
• Interpersonal and Communication Skills:  strong interpersonal, written and verbal communication skills. Ability to work with a wide variety of people in a collaborative manner.
• Project Management Skills: ability to critically think, problem solve, and work productively both independently and as a team participant.
• Written communication: possess ability to write grammatically correct and in a clear and concise manner.
• Confidentiality: ability to handle confidential and sensitive data in a professional manner.

EDUCATION & EXPERIENCE:

• Associate’s degree or equivalent from two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.

This a a Hybrid role which will require 2 days a week minimum in the Waltham office, as well as flexibility when required to attend large meetings and trainings.

HIRING ALERT: NEDS is actively taking precautions to protect our community, staff and partners during this time of medical emergency due to COVID-19. In order to be employed at NEDS, you must be vaccinated and boosted for COVID-19.

When you join New England Donor Services you can expect competitive salaries and a great benefit package. Benefits include a generous paid time off program, BCBS Health and Dental Insurance, Healthcare Reimbursement Account, 2x Annual Salary Life Insurance, Pet Insurance, Flexible Spending Account (FSA), Short-Term and Long-Term Disability Coverage, 403(b) Retirement Contribution, Tuition Reimbursement, Employee Assistance Program and Discounts through Working Advantage.

New England Donor Services is an equal opportunity employer and welcomes candidates from all backgrounds to apply to meet the needs of the communities we serve.

Hear from some of our employees at www.neds.org/careers