Committee Coordinator

The Committee Coordinator is responsible for providing administrative and logistical support for the Safety and Compliance Committee(s), maintaining oversight that all committee activities, meetings, documentation, and processes are efficiently managed and compliant with OPTN governance and HRSA oversight requirements. This role requires a strong ability to maintain detailed records, facilitate secure and transparent communication, and support coordination efforts with internal teams, HRSA, contractors, and committee stakeholders.

Reporting to the Committee Operations Leads, the Committee Coordinator plays a pivotal role in ensuring timely management of committee administration, maintenance of rosters and records, and coordination of committee activities. The Coordinator focuses on implementing established processes while providing detailed documentation, logistical support for meetings, and adherence to organizational protocols for the execution of committee functions.

Key Responsibilities

1. Committee Administration

• Assist in documenting and maintaining committee procedures, structures, operational manuals, and decision-making processes as outlined in the Safety and Compliance Committee(s) Management Draft Plan.

2. Meeting Coordination and Facilitation

• Provide full administrative and technical support for virtual committee meetings, including scheduling, securing platforms, and distributing agendas and supporting materials.
• Collaborate with Committee Operations Lead, committee leaders, members, and HRSA staff to draft detailed meeting documentation, including agendas and presentation slides.
• Facilitate the accurate preparation and timely submission of meeting minutes, summaries, raw and clean transcriptions, and electronic recordings within required timeframes.
• Prepare de-identified meeting summaries for public posting on the OPTN website, ensuring compliance with information security and transparency standards.

3. Process Management and Communication

• Monitor and track committee activity milestones, timelines, and accountable parties to provide progress visibility for HRSA, OPTN leadership, and relevant stakeholders.
• Respond to information requests from the Safety and Compliance Committee(s), HRSA, or other stakeholders by triaging, tracking, and providing prompt responses.
• Provide regular updates and communication of committee activities and accomplishments to HRSA, the Committees, the OPTN Board, and other relevant stakeholders through secure channels.

4. Records and Reports Management

• Maintain accurate recordkeeping and documentation for all Safety and Compliance Committee(s) activities, including records related to committee composition, training, and decision-making processes.
• Assist in the preparation and submission of required deliverables in compliance with contractual timelines and organizational standards, including trackers, dashboards, manuals, and reports.
• Provide ongoing access to critical documentation, operational data, and updated SOPs as required by HRSA and committee stakeholders.

Qualifications

Education:

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

Experience:

• Minimum 2 years of relevant experience in roles involving administrative support, committee coordination, project management, or similar operations.
• Experience in healthcare processes, compliance, or governance-related activities is preferred.

Skills and Competencies:

• Strong organizational skills and attention to detail, with the ability to manage complex workflows, sensitive data, and competing deadlines.
• Familiarity with tracking tools, databases, and collaboration platforms for record-keeping and data management.
• Proficiency in systems such as Microsoft Office Suite and virtual meeting platforms.
• Excellent verbal and written communication skills for preparing detailed documentation, meeting materials, and correspondence.
• Ability to collaborate effectively with diverse stakeholders, including HRSA, contractors, committee leaders, and government entities.