Specialist, Volunteer Services

POSITION SUMMARY:

Reporting to the Director, Volunteer Services, the Specialist, Volunteer Services provides administrative support and coordination of all activities to ensure that the department runs smoothly, efficiently, and professionally on a daily basis.  Assists with planning, coordination, and implementation of all departmental program-related activities and events.  Assists with support and development of volunteers, volunteer supervisors and volunteer programs.  Creates and executes a comprehensive volunteer recruitment strategy.

Position: Specialist, Volunteer Services       

Department: Volunteer Services       

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Administrative support - In collaboration with Director oversees all office functions:

• Ensures the office runs smoothly, efficiently, and professionally on a daily basis. Performs office related duties such as handling scanning, filing, photocopying collating materials
• Communicates with outside vendors
• Supports planning, coordination, and implementation of departmental program-related activities and events.
• Prepare reports such as: PowerPoint Presentations, volunteer and patient experience metrics, community programs and events
• Track and report volunteer metrics, evaluate results and think creatively about program developments
• Works with Manager to oversee and  review all requests for volunteers

Administrator of the VSys volunteer tracking database:

• Maximizes the capabilities of VSys to increase efficiency and tracking and reporting of volunteer information
• Work with VSys team to improve utilization, tracking, and volunteer communication
• Provide continuous updates to the system to ensure maximum  efficiency
• Train, support and educate all users of the VSys system
• Run monthly, quarterly, and yearly reports of data

Outreach and Volunteer Recruitment

• Assists with the coordination and communication for volunteer recognition events
• Assists with scheduling and organizing donor visits and outside group visits
• Creates and executes a comprehensive volunteer recruitment strategy, including goals, KPIs and reporting methods to demonstrate robust volunteer recruitment success.
• Supports Volunteer Services outreach and education efforts to key departments within the Boston Medical Center community.
• Supports Volunteer Services outreach efforts between Boston Medical Center and professional, educational and community organizations.
• Represents Boston Medical Center at state and regional meetings as needed.

Oversees  the application and on-boarding processes for volunteers including:

• Reviews and screens all volunteer applications.
• Conducts phone and in-person interviews of volunteer applicants
• Conducts in person and virtual volunteer orientations
• Ensures compliance with Joint Commission, DPH and BMC regulations and requirements

Other responsibilities:

• Supervises volunteers in select programs
• Updates external and internal volunteer communication on regular basis
• Develops and implements process improvement initiatives within Community Programming and Volunteer Services to improve programing
• Monitors the effectiveness of program, making adjustments as needed.  Develops and implements quality initiatives to improve the department
• Works with the Volunteer Services Director to create, develop and recommend changes in program model; implements as needed.

General

• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes Boston Medical Center’s behavioral standards as the basis for decision-making and to facilitate the hospital’s goals and mission.
• Follow established hospital infection control and safety procedures.
• Perform other duties as assigned.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).

JOB REQUIREMENTS

EDUCATION:

• High School/GED required.
• Bachelor’s Degree in related field, or equivalent combination of education and experience/training is strongly preferred.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

• None required
• Certification in Volunteer Administration (CVA) desirable

EXPERIENCE:

• Required:  3-5 years professional work experience in an office, education or healthcare setting. Proficient using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
• Preferred:  Experience with volunteers or as a volunteer, including some experience in recruitment strategies. Program/event planning experience. Experience working with databases.

KNOWLEDGE, SKILLS & ABILITIES (KSAs):

• Ability to demonstrate a high level of personal initiative to achieve goals and objectives
• Strong interpersonal skills, with the ability to maintain positive working relationships
• Excellent organizational, presentation, and oral and written communication skills
• Diplomacy and ability to work with sensitive and highly confidential information
• Strong attention to detail, and demonstrated ability to monitor own work to ensure quality
• Strong time management, planning, problem-solving, and project coordination skills, including the ability to multitask in a fast-paced environment
• Resourcefulness, flexibility/adaptability, acumen, creativity, dependability, and ability to work effectively both independently and collaboratively

Equal Opportunity Employer/Disabled/Veterans