Donation Operations Coordinator

About the Job

Position Overview

The Anatomy Bequest Program in the University of Minnesota Medical School seeks a Donation Operations Coordinator to support administrative, operational, financial, and donor eligibility screening functions for a high-volume non-transplantable anatomical donation program. This role oversees day-to-day program administration, serving as a primary liaison for donor families, healthcare providers, funeral partners, and external agencies while supporting donor intake screening, logistics, financial reconciliation, and records compliance.

The Medical School is committed to an excellent employee experience, offering a flexible work environment that meets the needs of students, staff, faculty, and the communities we serve.

This position is based on campus 4 days per week. Per UMN policy, work may be done remotely 1 day per week as approved by your manager. Limited after hours work is expected for this position on an as needed basis. All UMN employees are expected to follow applicable public health and safety procedures.

Duties/Responsibilities

50%: Administrative Support & Public Liaison

Donor & Public Communication:

• Serve as the primary administrative point of contact for pre-registered donors, donor families, healthcare staff, and the general public via telephone, email, and written correspondence.
• Communicate program policies, anatomical donation procedures, and legal/ethical requirements to inquiring individuals and community groups.
• Process requests for information and register interested individuals utilizing established protocols.

Records & Document Management:

• Review, verify, and process completed donor consent forms, legal documents, and advance directives for completeness and accuracy.
• Create, maintain, manage program records and information utilizing record retention schedules.
• Create, maintain, audit, and finalize paper and electronic donor records.
• Follow up with healthcare providers, vital statistics offices, and medical examiners to secure required legal and medical documentation.
• Process formal public record and information requests submitted through data portal.

Cremated Remains & Personal Effects Logistics:

• Coordinate and document the return of personal effects to donor families.
• Package, label, and track the return of cremated remains via courier service, USPS certified mail, or in-person pickup.
• Coordinate and facilitate donor interments with donor families, contracted funeral service partners and cemetery personnel.

Event & General Office Support:

• Assist with planning and executing program events, including the annual Service of Gratitude honoring donors and supporting donor families.
• Schedule meetings, reserve rooms, coordinate technology, and arrange catering for internal and external meetings.
• Oversee office supply inventory, manage equipment maintenance contracts, organize incoming/outgoing mail, and schedule courier services.
• Update and maintain content on the Anatomy Bequest Program public website.
• Provide administrative support to laboratory staff, including printing, collating, document management, and facilitating postmortem medical device returns.
• Identify opportunities to streamline administrative, intake, and financial workflows.
• Assist leadership with special administrative projects, program metrics collection, and institutional reporting as assigned

30%: Financial & Operational Support

Procurement & Inventory Control:

• Facilitate ordering by placing, tracking, and receiving orders for administrative, laboratory, and operational supplies.
• Maintain comprehensive ordering records, monitor supply expenditure across the program, and source qualified vendors to ensure cost-efficiency.

Accounts Payable & Financial Reconciliation:

• Perform accounts payable functions, including reviewing invoices, matching purchase orders, resolving billing discrepancies, and facilitating timely payment through University financial systems.
• Reconcile departmental purchasing cards (PCards) and maintain organized financial audit records in accordance with University policy.
• Assist program leadership with tracking expenditures.
• Receive and submit philanthropic donations through University financial systems.

20%: Donor Eligibility Coordination

Death Notification & Initial Screening:

Respond to initial death notification calls from families, hospice care, hospitals, and funeral homes.

Gather clinical and demographic data, perform donor risk assessments, and make initial donor acceptability determinations using established clinical criteria.

Medical Record Review & Verification:

Request, track, and access electronic medical records from healthcare facilities to evaluate medical history and confirm eligibility.

Document clinical findings to compile comprehensive donor medical history summaries.

Order postmortem serology testing with external laboratories, track pending results, and archive final lab reports into the donor database.

Inter-Agency & Transport Logistics:

Coordinate donor transportation logistics with contracted transport providers, healthcare providers and donor families.

Coordinate shared donation logistics with organ, eye, and tissue procurement organizations (e.g., LifeSource, Minnesota Lions Gift of Sight, NIH NeuroBioBank)

Qualifications

Required Qualifications

• BA/BS degree OR a combination of related education and work experience to equal at least four (4) years
• 1 to 3+ years of professional work experience within higher education, an academic health center (e.g., UMN system, M Health Fairview, Hennepin Healthcare, Mayo Clinic), clinical care, healthcare research, anatomical donation, mortuary science, or a medical examiner setting.
• Professional experience working in end-of-life care, death, dying, bereavement support, or direct clinical care, with a demonstrated ability to handle sensitive situations with compassion, tact, and emotional maturity.
• Coursework or professional experience in medical terminology and reading/interpreting medical records.
• Demonstrated experience in electronic and paper record creation, maintenance, audit, and retention protocols.
• Experience supporting purchasing, procurement, invoice reconciliation, or basic financial processing.
• Superior written and verbal communication skills, including experience editing and proofreading written materials for accuracy, clarity, structure, and tone.
• Demonstrated experience working effectively in a fast-paced, service-oriented environment with frequent interruptions, competing priorities, and tight deadlines.
• High level of attention to detail, strong time-management skills, and a proven ability to manage and track projects from initiation to completion independently.
• Ability to understand, interpret, and strictly adhere to complex written policies, standard operating procedures, and regulatory frameworks.
• Intermediate to advanced proficiency with Google Workspace (Gmail, Docs, Sheets, Drive, Chat,Gemini), Microsoft Office Suite, standard office equipment, and confidence navigating or learning electronic database management systems.
• Proven ability to process, verify, and document high volumes of detailed information with a high degree of accuracy.
• Proven track record of maintaining strict confidentiality and discretion when handling sensitive data, medical records, or personal donor information (e.g., adherence to HIPAA, FERPA, or institutional privacy regulations).
• Ability to successfully pass standard University employment background checks and drug screens.

Preferred Qualifications

• Experience planning and executing logistics for meetings, conferences, or public events.
• Direct experience with UMN administrative and financial platforms, such as Enterprise Financial System (EFS), U-Market, E-Procurement, and PCard reconciliation routines.
• Experience accessing and navigating Electronic Health Records (EHR) systems (e.g., Epic, Cerner).
• Experience coordinating complex third-party logistics, such as transport vendors, funeral service providers, and testing laboratories.
• Experience sourcing vendors and suppliers, managing service contracts, reconciling invoices, or tracking operational expenses.
• Experience with website content creation and maintenance.

About the Department

Housed within the University of Minnesota Medical School, the Anatomy Bequest Program is one of the nations most respected anatomical gift programs. Since 1901, the program has stewarded the gifts of more than 39,000 donors, establishing a vital bridge between whole-body donors and the future of healthcare delivery in the state of Minnesota.

The Anatomy Bequest Program serves a dual mission of supporting foundational anatomical education for undergraduate health professional students and advancing cutting-edge medical research and clinical training. Program donors directly impact medical student development, surgical residency programs, continuing medical education, and biomedical design projects.

Operating with empathy and rigorous ethical standards, the Anatomy Bequest Program manages the full continuum of donor care from donor pre-registration and eligibility screening to family support, transport logistics, laboratory operations, and the annual Service of Gratitude. The team is dedicated to fostering a supportive, mission-driven workplace culture grounded in respect, transparency, and service excellence.

Pay and Benefits

Pay Range: $26.44 - $28.91 per hour ($55,000 - $60,130 annually; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Work Location: Hybrid; 4 days in person, 1 day remote

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the

time, the initial pay may not reach the maximum of the range. This approach ensures

that compensation reflects the value and unique contributions of each candidate while

maintaining equity within our organization. As part of our commitment to fair and

equitable compensation, please be aware that the salary offered to incoming candidates

will be based on their individual credentials and experience.

How To Apply

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail jobcentr@umn.edu.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nations most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.