Family Aftercare Coordinator
So that we may learn more about your qualifications, please submit cover letter, resume, and three professional references with your application submission.
COVID Vaccination Mandatory
ARORA has implemented a mandatory vaccination policy effective September 7, 2021 requiring COVID-19 vaccination(s) for all employees. In accordance with ARORA's duty to provide and maintain a workplace that is free of known hazards, we are adopting this policy to safeguard the health of our employees and their families, our customers and visitors, and the community at large from infectious diseases that may be reduced by vaccinations. In making this decision, we have reviewed recommendations from Centers for Disease Control and Prevention, and legal counsel.
Department: Communications/Aftercare
Reports To: Manager of Family Aftercare
FLSA Status: Non-Exempt
Direct Reports: None
Safety Sensitive Position
OSHA Risk Category: 2
Job Summary/Scope
The Family Aftercare Coordinator (FAC) is responsible for collaborating with the Manager of Family Aftercare to provide an aftercare system that supports Arkansas donor families through correspondence, group meetings, memory-making workshops, memorial events, and community outreach. The aftercare program provides supportive services to donor families and allows donor families to participate in aftercare and memorial events. FAC is responsible for volunteer coordination which connects donor families and recipients with opportunities to share their stories and spread a culture of organ, tissue, and eye donation in Arkansas.
Additionally, the responsibilities and duties of the FAC include mailing aftercare information to donor families, organizing donor family events designed to provide support, maintaining a donor family database, updating donor charts, and supporting volunteers. This position will be responsible for working with different vendors for events and materials and ordering appropriate supplies for the aftercare program. This position will be responsible for providing support to donor families and transplant recipients through specified aftercare tasks.
Essential Functions
- Provides support services to donor families.
- Utilizes and displays strong communication skills such as empathetic, supportive, and caring with donor families.
- Follow up phone calls.
- Supportive groups and/or workshops.
- Refers to appropriate community resources.
- Updates templates for, generates, and edits the initial follow-up letter to donor families and ensure they are mailed in a timely manner, adhering to the guidelines of ARORA’s regulatory agencies.
- Ensures the information in the letter is accurate with regard to donor’s name, gender, and to whom the letter is mailed.
- Reviews the call notes, serology results, tissue outcomes, organ outcomes, and any other information necessary to ensure the accuracy and sensitivity of donation information within the letters.
- Consults with Medical Director for the appropriate language and content of positive serology outcome letters.
- Collaborates with the Manager of Family Aftercare to facilitate correspondence and meetings between donor families and recipients.
- Assist with the monitoring and tracking of donor family/recipient written correspondence
- Facilitates donor family/recipient personal contacts
- Plans donor family and recipient meetings in collaboration with the needs and wants of donor family and recipient, providing a supportive presence to the family and recipient during the process and at the meeting.
- Facilitates recipient update requests from donor families in a timely manner.
- Maintains supportive and informative social media presence for donor families and other interested parties as directed by Manager of Family Aftercare and Director of Communications.
- With direction from Manager of Family Aftercare, executes a structured evaluation/survey to assess effectiveness of Aftercare programs.
- Develops and maintains a database system that establishes organization for donor family and volunteer information.
- Collaborates with Manager of Family Aftercare and inter-departmental planning committees to schedule, plan, and facilitate ARORA’s donor family events.
- Collaborates with Manager of Family Aftercare to provide a comprehensive and interactive volunteer training program for donor family members, recipients, and interested community members.
- Collaborates with Manager of Family Aftercare, Communications Department, and Donation Development Department to pair volunteers with appropriate speaking and community outreach engagements.
- Maintains confidential information regarding donor families and volunteers.
Secondary Functions
- Maintains the Donor Family Quilts and displays them at appropriate events.
- Collaborates with Manager of Family Aftercare and Director of Communications regarding updates to ARORA’s website:
- Provides notification of upcoming events.
- Honor donors (through a page dedicated to the Donor Quilts, Donor Tributes on ARORA’s website.).
- Assist donor families in crafting their stories to share on the website as appropriate.
- Develops a productive, professional working relationship with community programs related to bereavement support to which referrals for donor families can be made.
- Attends national conferences/workshops related to donor family support and bereavement support, when requested.
Organizational Expectations
- Maintains regular and punctual attendance at assigned work location.
- Accurately document timekeeping records.
- Completes and maintains appropriate documentation in a timely and thorough manner including activities. Examples include: training documentation, mileage, expenses, electronic schedule of ARORA events, and other forms.
- Proofs work for accuracy and completeness.
- Exhibits and models ARORA’s conduct standards, mission, and organizational clarity (core purpose, core values, business definition, and strategic anchors) in all job functions and interactions both internal and external to ARORA.
- Utilize the ARORA strategic anchors: Creating a Culture of Donation, Financially Sound and Quality during work activities and in the decision-making process.
- Attendance at staff meetings, training programs, and/or in-services meetings, as required.
- Demonstrates professional appearance, behavior and standards in all business dealings and interactions.
- Demonstrates professional conduct and behavior reflective of ARORA’s respect, honor, admiration and reverence for the donor and donor family.
- Fosters effective relationships with client representatives.
- Performs other duties as assigned.
Potential Risk Factors:
- Risk Exposure to Blood/Body Fluids: While performing some essential functions of your position, you may be exposed to blood or body fluids. Established procedures identify the appropriate personal protective measures that you should use when performing essential functions of your position. The ARORA Safety program will provide you with the appropriate procedures and guidelines in which you should perform the essential duties of your job. If you need additional training or resources, please see your supervisor or the ARORA Safety Officer.
- Repetitive Motion: While performing some essential functions of your position, you may be required to perform some functions repeatedly. When such tasks are not performed properly, injury can result.
- Minimum Weightlifting Requirement: While performing some essential functions of your position, you may be required to do some lifting, moving, pushing, or pulling. When such tasks are not performed properly, injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Must have the ability to lift minimum weight of 20 lbs.
- Prolonged Sitting, Standing, and Bending: While performing some essential functions of your position, you may be required to sit, stand, or bend for an extended period of time. When such tasks are not performed properly, injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task.
- Competency Evaluation: Competency evaluations are required for this position. Your supervisor will notify you when your evaluation is to be conducted.
- Training: You may need additional training to better understand the performance requirements of your essential job functions. Training classes are available and can be requested and/or assigned. Your attendance at such classes is mandatory.
Work Environment
- Works in various locations, including normal office environment and other locations as essential and secondary functions necessitates.
- Required to carry a cellular telephone for business purposes.
- Occasional travel required by personal vehicle to fulfill the duties and responsibilities of the position.
- May require travel by commercial or chartered aircraft.
- Non-smoking office.
- Drug Free Workplace.
Work Hours
Forty-hour workweek with occasional weekends, holidays, or evenings.
Minimum Job Requirements
- Bachelor’s degree in conjunction with minimum two years social services, counseling, or related field experience, required.
- Education may substitute for experience.
- Strong organizational skills.
- Good oral and written communications skills.
- Able to perform job duties with limited supervision.
- Experience in social services or related field preferred
- Working knowledge of Microsoft Word, Excel, Access and Outlook
- Consistent demonstration of attention to detail, precision, accuracy and customer satisfaction.
- Possess strong prioritization skills and the ability to effectively manage multiple projects and tasks.
- Excellent problem solving, conflict resolution and interpersonal skills (i.e. has the ability to make decisions based on situational circumstance, company policy and customer relations).
- Ability to utilize general office equipment, software, and must be proficient in Microsoft Office Suite.
Security Requirements
This position is responsible for acquiring and managing confidential records and ensuring that information is protected according to the recognized standards, regulations, and standards for maintaining patient records.