Logistics Specialist

Job Description

Job Description

Position Overview:

Under the direction of the Director of Clinical Logistics, the Logistics Specialist performs specialized clinical logistics, quality, compliance, and operational support functions for Boston MedFlight.

The position has primary responsibility for the day-to-day management of Boston MedFlight’s blood product inventory and satellite blood bank locations and provides operational and compliance support for the organization’s Point-of-Care Testing (POCT) program. Responsibilities include blood product inventory and traceability, storage monitoring, regulatory documentation, POCT quality control and calibration, equipment maintenance, proficiency testing support, corrective action documentation, and inspection readiness.

The Logistics Specialist works collaboratively with Boston MedFlight clinical and operational leadership, supporting hospital blood banks and laboratories, vendors, and other stakeholders to maintain safe, reliable, compliant, and operationally ready blood product and POCT programs.

Secondarily, the position supports Boston MedFlight’s medical supply, equipment, inventory, transportation, and general logistics operations.

Essential Responsibilities:

A. Blood Bank and Blood Product Operations

1. Manages the day-to-day inventory and operational activities of Boston MedFlight satellite blood bank locations, maintaining appropriate product availability and operational readiness.
2. Coordinates receipt, distribution, transfer, rotation, return, reconciliation, and disposition of blood products and maintains accurate inventory and traceability records.
3. Monitors blood product expiration dates, storage conditions, and temperature-monitoring systems to ensure products remain within established requirements.
4. Identifies inventory discrepancies, storage excursions, documentation deficiencies, or other conditions that may affect blood product integrity or compliance; initiates appropriate follow-up and escalates concerns when necessary.
5. Maintains required blood bank records and documentation in an accurate, organized, and inspection-ready manner.
6. Collaborates with supporting hospital blood banks regarding inventory, product rotation, replacement, returns, storage concerns, and other operational matters.
7. Supports blood bank audits, inspections, quality reviews, corrective actions, and development or revision of related policies and procedures.

B. Point-of-Care Testing

1. Coordinates day-to-day operational, equipment, inventory, and compliance activities associated with Boston MedFlight’s POCT program.
2. Performs and documents required quality control, calibration, verification, and routine maintenance activities for assigned POCT equipment in accordance with established procedures and manufacturer requirements.
3. Monitors POCT equipment performance; identifies quality control, calibration, equipment, or testing-system deficiencies; performs troubleshooting within established procedures; and coordinates escalation or service when appropriate.
4. Maintains accurate and inspection-ready records of POCT quality control, calibration, maintenance, proficiency testing, equipment service, and corrective actions.
5. Coordinates POCT proficiency testing activities and associated documentation and follow-up in collaboration with appropriate clinical and laboratory leadership.
6. Manages inventory, lot tracking, expiration monitoring, storage, and distribution of POCT cartridges, reagents, quality control materials, and related supplies.
7. Supports POCT training and competency documentation, audits, inspections, quality improvement activities, and development or revision of procedures and educational materials.

C. Quality and Regulatory Compliance

1. Performs assigned responsibilities in accordance with Boston MedFlight policies and applicable federal, state, regulatory, accreditation, laboratory, blood bank, and manufacturer requirements.
2. Supports compliance activities associated with blood product management and POCT, including applicable FDA, Department of Public Health, CLIA, and other regulatory requirements.
3. Identifies quality, safety, equipment, documentation, inventory, or compliance concerns and communicates significant findings to appropriate leadership.
4. Participates in investigation and documentation of operational deviations and supports corrective and preventive actions resulting from audits, inspections, quality reviews, equipment failures, or identified deficiencies.
5. Participates in internal audits, self-inspections, regulatory inspections, and quality-improvement initiatives related to assigned programs.
6. Assists with the development, review, implementation, and maintenance of policies, procedures, workflows, forms, records, and educational materials related to blood product and POCT operations.

D. Clinical Logistics Support

1. Supports medical supply and equipment logistics operations, including receipt, stocking, distribution, cycle counts, inventory reconciliation, and fulfillment of base supply orders.
2. Supports the movement of medical equipment, supplies, blood products, vehicles, and other organizational assets between Boston MedFlight locations, healthcare facilities, vendors, and other operational sites.
3. Performs assigned courier and transportation activities necessary to support clinical and organizational operations.
4. Provides coverage for other Clinical Logistics functions as operationally necessary and within the employee’s training and scope of responsibility.
5. Maintains accurate electronic and paper records and completes required reports, data entry, and administrative documentation.
6. Participates in departmental meetings, implementation projects, quality initiatives, and multidisciplinary workgroups as assigned.
7. Performs other duties consistent with the responsibilities and operational needs of the Clinical Logistics Department.

Minimum Qualifications

Required

1. High school diploma or equivalent and valid driver’s license with an acceptable driving record.
2. Ability to follow detailed policies, procedures, technical instructions, and regulatory requirements.
3. Strong attention to detail, organizational skills, and ability to maintain accurate records and documentation.
4. Ability to work independently within established procedures, identify problems requiring follow-up, and recognize when escalation is necessary.
5. Effective written and verbal communication skills and ability to work collaboratively with clinical staff, hospital personnel, vendors, and other stakeholders.
6. Proficiency with computer applications and ability to learn specialized inventory, equipment, POCT, and quality-management systems.
7. Working knowledge of healthcare safety practices, infection prevention principles, and universal precautions.

Preferred

1. Experience in a healthcare laboratory, blood bank, transfusion service, POCT program, clinical logistics operation, hospital supply chain, EMS, or similar healthcare environment.
2. Experience with blood product inventory, storage, traceability, laboratory/POCT equipment, quality control, calibration, or regulatory documentation.
3. Familiarity with healthcare quality assurance, regulatory compliance, corrective action, audits, and inspection readiness.
4. Current Massachusetts EMT certification or other healthcare credential preferred.

Knowledge, Skills, and Abilities

• Strong attention to detail with the ability to maintain complete, accurate, and inspection-ready records.
• Ability to identify discrepancies, equipment concerns, documentation deficiencies, and deviations from established requirements and initiate appropriate follow-up.
• Ability to independently prioritize multiple responsibilities in a dynamic healthcare and EMS environment.
• Ability to understand and apply basic principles of quality control, equipment maintenance, inventory management, and regulatory compliance.
• Strong interpersonal skills and ability to work effectively with clinical staff, leadership, hospital laboratories and blood banks, vendors, and other partners.
• Demonstrated initiative, reliability, sound judgment, and commitment to operational readiness, regulatory compliance, and patient safety.

Working and Physical Conditions

The Logistics Specialist works in healthcare, EMS, warehouse, office, vehicle, and aviation-related environments and may be exposed to infectious diseases, blood and body fluids, biological materials, medical gases, chemicals, noise, vibration, fumes, vehicle movement, and adverse weather conditions.

The position requires routine travel between Boston MedFlight locations, healthcare facilities, vendors, and other operational sites. The employee must be able to lift and carry at least 50 pounds using appropriate body mechanics and safely push, pull, bend, reach, and operate carts or other material-handling equipment.

The employee must satisfy applicable Boston MedFlight occupational health, background screening, driving, immunization, and other employment requirements.

The duties listed above are intended to describe the primary responsibilities of the position and are not an exhaustive list. Responsibilities may be modified as organizational, regulatory, clinical, technological, or operational needs evolve.

Notes:

An FBI background and CORI checks will be performed prior to employment. Favorable criminal background check required.