Committee Engagement Specialist

The Committee Engagement Specialist is responsible for the day-to-day management and facilitation of Safety and Compliance Committee(s) operations, with a primary focus on maintaining accurate and up-to-date committee rosters, maintaining thorough record-keeping, and coordinating effectively with internal and external stakeholders. This role supports the integrity of committee activities by tracking and managing member appointments, overseeing onboarding processes, maintaining conflict-of-interest (COI) records, and ensuring alignment with OPTN governance and HRSA oversight requirements.

Reporting to the Director of Membership or the designated supervisor, this position maintains the accuracy of committee rosters, tracks member training completion, maintains detailed records to support compliance with governance and oversight standards, and facilitates the availability of resources to support committee functions. The Committee Engagement Specialist must excel in data management, attention to detail, and collaboration with stakeholders to ensure the seamless execution of membership processes.

Key Responsibilities

1. Committee Membership Management

• Maintain accurate, current, and transparent records of Safety and Compliance Committee(s) membership, including member roles, appointment timelines, affiliations, contact information, and training status.
• Execute the appointment and onboarding process for new committee members, ensuring timely assignment of roles and subcommittee responsibilities.
• Track annual orientation and training status for all committee members to ensure compliance with governance requirements.
• Develop and maintain a Conflict of Interest (COI) tracking log, monitoring and addressing potential conflicts for committee members and participants.
• Collaborate with HRSA, OPTN contractors, and internal teams to ensure alignment and continuity of committee operations.

2. Standard Operating Procedures (SOPs) Implementation

• Facilitate the execution of the Appointment and Roster Draft Plan by adhering to SOPs for:
  • Monitoring and updating committee membership rosters.
  • Coordinating with contractors and stakeholders to support committee operations.
  • Submitting updated rosters and related documentation within specified timeframes.
  • Maintaining detailed records of processes, authority boundaries, and roles in committee-related activities.
• Support updates to SOPs based on internal feedback or COR requests, ensuring alignment with organizational and governance standards.

3. Subject Matter Expertise Coordination

• Facilitate the availability and access to a pool of HRSA-approved Subject Matter Experts (SMEs) with specialized knowledge in areas such as patient safety, risk management, healthcare analytics, transplant medicine, and quality assurance.
• Implement procedures for selecting, maintaining, and rapidly deploying SMEs to support site visits, incident reviews, or other committee functions.
• Track and document SME involvement, including expertise type, hours used, request sources, and outputs delivered.
• Collaborate with stakeholders to address ad hoc expertise requests, ensuring timely and accurate responses.

4. Data Management and Reporting

• Provide ongoing access to committee records, data, trackers, dashboards, and SOP documentation to the COR and relevant stakeholders.
• Ensure transparent and accurate reporting of committee membership activities, including rosters, training status updates, and COI logs.
• Submit reports and deliverables in formats and timeframes required by the Appointment and Roster Draft Plan and Subject Matter Expertise Draft Plan.

5. Committee Coordination and Support

• Collaborate with other entities supporting the OPTN to enable the execution of committee-related processes.
• Track changes to committee membership and notify the COR of updates within one business day.
• Provide administrative and logistical support for committee meetings, member communications, and related activities.
• Facilitate alignment with the approved OPTN Patient Safety and Compliance Operations Plan, ensuring all contractor support procedures are implemented effectively.

Qualifications

Education:

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

Experience:

• At least 5 years of experience in roles involving policy compliance, operational coordination, healthcare processes, or committee/board management.
• Experience with maintaining accurate records, managing workflows, and coordinating among multiple stakeholders.

Skills and Knowledge:

• Strong organizational and project management skills, with the ability to manage complex workflows and meet deadlines.
• Knowledge of healthcare operations, compliance standards, or governance processes preferred.
• Proficiency in office productivity tools (e.g., Microsoft Office Suite) and data tracking systems.
• Excellent written and verbal communication skills for preparing reports, facilitating stakeholder interaction, and supporting governance activities.
• Ability to work collaboratively with diverse teams, including contractors, government stakeholders, and committee members.