Key Responsibilities and Required Skills for Blood Drive Technical Assistant

🎯 Role Definition

The Blood Drive Technical Assistant supports community and mobile blood collection programs by performing clinical and technical tasks that ensure safe, efficient, and compliant blood donation events. This hands-on role combines phlebotomy and point-of-care testing with equipment setup, inventory and supply management, donor data entry, and incident response. The ideal candidate is a medically trained, detail-oriented communicator who can operate blood collection and apheresis devices, follow FDA/AABB standards, and deliver exceptional donor care in community and mobile settings.

📈 Career Progression

Typical Career Path

Entry Point From:

Certified Phlebotomist working in outpatient or donor settings
Medical Assistant or CNA with patient care and venipuncture experience
EMT / Paramedic or clinical technician with mobile patient care experience

Advancement To:

Lead Blood Drive Technician / Site Lead
Mobile Unit Supervisor or Donor Site Coordinator
Donor Services Coordinator or Recruitment Specialist
Quality Assurance/Regulatory Specialist (blood services)
Clinical Trainer / Supervisor for phlebotomy and donor operations

Lateral Moves:

Laboratory Assistant / Specimen Processing Technician
Inventory & Logistics Coordinator for clinical programs
Clinical Data Specialist or EHR/Donor Database Specialist

Core Responsibilities

Primary Functions

Coordinate set-up, testing, and operation of mobile blood drive sites and fixed donor centers, including layout of donor chairs, screens, computer workstations, refrigeration units, and signage to meet workflow and infection control standards.
Perform donor screening interviews and medical history reviews accurately and confidentially to determine eligibility, document deferrals, and escalate medical concerns per SOP and regulatory guidance (FDA/AABB).
Conduct point-of-care testing such as hemoglobin/hematocrit measurements and rapid infectious marker or pregnancy screens when required, recording results directly into the donor database and following QC procedures.
Execute safe, aseptic venipuncture and whole blood or apheresis collections for donors, monitoring donor condition during donation and providing immediate care for vasovagal reactions or adverse events.
Operate, troubleshoot, and perform daily QC checks on blood collection and apheresis equipment (including HemoCue, hemoglobinometers, centrifuges, and apheresis machines), escalating technical failures to biomedical services as needed.
Label and document collected units and associated specimens using barcode systems and electronic donor records to ensure chain of custody, traceability, and accurate cross-referencing between products and donor IDs.
Maintain strict adherence to regulatory, accreditation and organizational standards (FDA, AABB, OSHA, HIPAA) including documentation, expiration tracking, temperature logs, and corrective action recording.
Manage inventory and supply logistics for drives: forecast needs, prep kits, replenish PPE, tubing and collection sets, manage cold packs and storage containers, and arrange timely resupply during high-volume shifts.
Prepare, package and transport collected units or test specimens under cold-chain requirements or established transport conditions to laboratory hubs, documenting handoffs and chain-of-custody forms.
Enter donor data and donation details into donor management systems (e.g., ePro, HYSIS, DonorEdge), verify consents, process deferrals, and reconcile donation logs against collection goals.
Support mobile unit operations including driving (if qualified), vehicle readiness checks, generator operation, and coordination with host site contacts for load-in/load-out procedures.
Maintain clean, safe donor areas during drives by following infection control protocols: disinfecting surfaces between donors, managing biohazard waste, and ensuring sharps containers and spill kits are available and properly labeled.
Conduct routine preventative maintenance and calibration documentation for equipment and report maintenance needs in a timely manner to ensure uninterrupted collection services.
Assist with quality assurance activities including monitoring hemolysis rates, donor adverse event reporting, deviation documentation, incident investigations and contributing to CAPA (Corrective and Preventive Action) follow-ups.
Train, mentor and supervise temporary staff and volunteers on donor flow, donor care basics, equipment handling, and documentation practices to maintain consistent process and donor experience across sites.
Coordinate with recruitment and donor relations teams to support scheduled appointments, walk-ins, donor eligibility communications, and help achieve daily collection targets through operational efficiency.
Prepare accurate post-drive reconciliation and inventory reports summarizing units collected, deferrals, shortages, supplies used, and any incidents requiring follow-up or corrective action.
Enforce donor confidentiality and data protection practices, process donor consents, and ensure paper and electronic records are securely stored and forwarded according to policy.
Participate in pre-drive planning calls with partners, confirm site logistics (space, power, parking and accessibility), and adjust workflows for special events or community needs such as college drives or workplace campaigns.
Respond to and document medical or adverse donor reactions on-site, provide first aid, assist emergency responders when required, and complete internal incident reporting for review by medical leadership.
Support product labeling and segregation of units by component processing requirements, including immediate handling instructions for rare blood types or special collections.
Monitor and improve process metrics (donor throughput time, collection yield, donor satisfaction) and propose operational adjustments to increase efficiency, safety, and donor retention.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Assist volunteer services and community outreach teams with technical details that influence drive logistics and donor flow planning.
Participate in ongoing training sessions, competency assessments, and simulated emergency drills to maintain clinical readiness.

Required Skills & Competencies

Hard Skills (Technical)

Phlebotomy and venipuncture proficiency — safe collection of whole blood and experience with apheresis collection assistance.
Donor eligibility screening and medical history assessment in accordance with FDA/AABB guidance.
Point-of-care testing skills (e.g., hemoglobin/hematocrit using HemoCue or equivalent) and daily QC documentation.
Hands-on experience operating apheresis machines and blood collection devices, including troubleshooting common alarms and hardware issues.
Knowledge of blood product labeling, specimen handling, chain-of-custody, and cold chain logistics.
Familiarity with donor management and blood bank software (examples: ePro, DonorEdge, HYSIS) and accurate electronic data entry.
Strong inventory and supply management skills, including supply forecasting and stock rotation.
Regulatory compliance knowledge: FDA regulations, AABB standards, OSHA bloodborne pathogen guidelines, and HIPAA privacy requirements.
Basic biomedical equipment maintenance: performing daily checks, logging calibrations, and initiating service requests.
First Aid/CPR certification and experience managing donor adverse reactions and emergency response protocols.
Accurate documentation and reporting for QA/QC, incident reports, and corrective action plans.
Ability to operate mobile unit utilities (generators, onboard refrigeration) and basic automotive checks if driving is required.

Soft Skills

Empathetic, calm bedside manner with the ability to reassure anxious donors and maintain composure during adverse events.
Strong verbal communication for donor interviews, consent processes, and team coordination with host sites and mobile units.
Attention to detail and high personal accountability for accuracy in labeling, data entry, and regulatory documentation.
Problem-solving and troubleshooting aptitude for equipment, workflow bottlenecks, and supply chain interruptions.
Time-management and prioritization skills to balance high-volume donor flow while preserving safety and compliance.
Collaborative team player who can train volunteers, mentor peers, and work effectively with cross-functional teams (nursing, logistics, recruitment).
Adaptability to changing schedules, drive locations, and special event requirements.
Customer service orientation focused on donor experience and retention.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED plus a recognized phlebotomy certification or equivalent clinical training.

Preferred Education:

Associate degree (AS) or certificate in Nursing, Medical Laboratory Technology, or Health Sciences.
Additional certifications in apheresis, blood bank fundamentals, or clinical safety are a plus.

Relevant Fields of Study:

Nursing (ADN/LPN)
Medical Laboratory Science / Clinical Laboratory Technology
Health Sciences / Allied Health
Emergency Medical Technician (EMT) training

Experience Requirements

Typical Experience Range:

1–4 years of hands-on phlebotomy or blood collection experience; experience with mobile blood drives or apheresis is highly desirable.

Preferred:

2+ years of experience in blood donation services, mobile blood drive operations, or blood bank environments with documented competency in venipuncture, donor screening, and point-of-care testing.
Demonstrated experience with regulatory documentation (FDA/AABB), QA processes, and donor database systems.