Sr HLA Administrative Support

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life-threatening illnesses.

City of Hope’s growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix.

Our dedicated and compassionate employees are driven by a common mission : To deliver the cures of tomorrow to the people who need them today.

Under limited supervision, the Senior Administrative Support role provides advanced administrative assistance with minimal need for instructions on routine tasks and general guidance on new assignments.

This position plays a critical role in supporting the HLA Lab, which conducts essential pre- and post-transplant testing for patients identified for transplant.

The role requires the application of complex decision-making skills to ensure optimal patient treatment outcomes by efficiently managing and executing the HLA Algorithm orders in the Clinical Information System (CIS) within designated timelines.

As a successful candidate, you will :

• Identify and retrieve HLA Algorithm orders in CIS, evaluating patient information to place accurate orders.
• Review patient insurance and coordinate with referral teams for necessary approvals.
• Contact patients and siblings to gather and register contact information.
• Schedule and register local sibling donors in CIS, and coordinate sample collection for remote siblings.
• Initiate unrelated donor searches for patients without siblings.
• Monitor sample receipt and follow up with donors as needed.
• Track and manage all transplant donor search tasks, placing and canceling orders per policy.
• Handle complex patient transfers, including HLA testing, authorization, and coordination.
• Manage inquiries from patients, families, and clinicians, applying advanced skills and knowledge.
• Maintain detailed patient records in Histotrac, tracking orders, search progress, and donor information.
• Apply policies, procedures, and practices to resolve routine and new issues.

Key Responsibilities include :

• Contact patients and family members to gather contact information.
• Register local donors in CIS, schedule tests, and track HLA algorithm orders.
• Prepare and track test send out kits for remote donors.
• Record tracking details in Histotrac and update clinicians on outstanding tasks.
• Serve as a liaison between HLA staff and clinicians for order-related issues.
• Maintain and scan patient department charts, ensuring record completeness.
• Manage patient transplant dates and update testing records as needed.
• Handle emails, reports, invoices, travel arrangements, and orders for directors.
• Process Outreach client billing and order supplies.
• Adhere to City of Hope policies, including confidentiality, integrity, and workplace conduct.
• Perform other related duties as assigned.

Qualifications

Your qualifications should include :

• High school diploma or GED; vocational / specialized training preferred.
• Experience may substitute for minimum education requirements.
• 3-5 years of responsible secretarial or clerical experience in a professional environment, preferably in a hospital setting.
• Proficiency in Epic and Microsoft Office.

Preferred Qualifications :

Bilingual in Spanish.

City of Hope is an equal opportunity employer. To learn more about our commitment to diversity, equity, and inclusion, please click here.

To learn more about our Comprehensive Benefits, please CLICK HERE.