Senior Volunteer Services Rep

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Greenwich, CT
Apr 30, 2019

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Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

EEO/AA/Disability/Veteran

Summary:
Under the direct supervision of the director of volunteer services, coordinates specific volunteer services programs including Healing Shawl Program and Pet Therapy Programs. Will be instrumental in development and coordination in ProjectSEARCH program. Coordinates scheduling of volunteers, orientation and training sessions. Supervision for volunteers for specific programs within volunteer services as assigned. Job entails a combination of strong administrative assistant skills with some supervisory responsibilities over specific programs. Administrative responsibilities will include support of the Volunteer Services Department, Auxiliary (President, shops and board) and Integrative Medicine Services. Adheres to sound principles and ethics of volunteer program administration, and works closely with volunteers, auxiliary, hospital staff, and departments in which there is volunteer involvement. Attend, schedule and organize department?s role in special events including Teddy Bear Clinic, Take Our Daughters and Sons to Work Day, quarterly blood drives and future volunteer programs/events created to enhance community involvement and patient experience.

Responsibilities:
  • 1. Serves as main point of contact and responsible for specific programs including, but not limited to; Pet Therapy, ProjectSEARCH and Healing Shawls programs.
  • 2. Creates and updates volunteer position descriptions, assuring that descriptions accurately reflect the duties of the volunteers.
  • 3. Responsible for organizing, scheduling and supervising volunteers assisting in various roles, including Gift Shop, Pet Therapy, Project SEARCH, Healing Shawl programs, etc..
  • 4. Attend, schedule and organize department?s role in Teddy Bear Clinic, Take Our Daughters and Sons to Work Day, blood drives and future volunteer programs created to enhance community involvement and patient experience.
  • 5. Create, update and meticulously maintain all volunteer records including tracking of TB, Flu, background checks and mandatory requirements as per JC regulations.
  • 6. Track, run reports and prepare volunteer hours upon request and for Auxiliary Annual Meeting utilizing Vsys Software. Assist with programs, invitations and all aspects of department sponsored events.
  • 7. Provide all administrative support for the Auxiliary President, Auxiliary Board, Shops, Volunteer Services and Integrative Medicine Departments. Process department invoices, order office supplies, schedule appointments, organize meetings and maintain calendars for Auxiliary President, Volunteer Services Director and Integrative Medicine Coordinator.
  • 8. Effectively uses technology resources to analyze volunteer attendance and hours of service data on a monthly basis.
  • 9. Coordinates volunteer recognition activities, in collaboration with hospital departments. Works as member of Volunteer Services Department team in planning and conducting hospital -wide volunteer recognition activities.

    Other information:

    EDUCATION:

    High School diploma or equivalent required. College Degree preferred

    EXPERIENCE:

    Three (3) years in a healthcare or office setting. Knowledge of databases and office business functions. One (1) to three (3) years experience coordinating projects such as those included in the position preferred.
    Computer literate in all office systems and Vsys One or the ability to learn and become fluent in Vsys One Database; organizational and motivational abilities; Strong written and verbal skills to assist with department communications; Create, update and meticulously maintain all volunteer records. Department invoices, order office supplies, schedule appointments, organize meetings.

    LICENSURE:

    N/A

    SPECIAL_SKILLS:

    Candidates must have outstanding written and oral communication skills. Competency in technology to support the volunteer services program goals and reporting, i.e. Word, Excel, PowerPoint. Experience in Vsys a plus.
    ACCOUNTABILITY:

    Responsible for coordination of volunteers in assigned lead areas. Responsible for coordinating the participation of volunteers, planning educational events and activities which support the goals of the YNHH Volunteer Program. Accountable for thorough screening of volunteer applicants, to assure that those accepted are appropriate for a hospital volunteer position. Ensures that volunteer program and volunteers are in full compliance with regulatory bodies such as Joint Commission and Department of Public Health. Ensures that personnel files of
    volunteers are complete and in good order at all times.
    COMPLEXITY:

    Computer scheduling of adult volunteers; processing of new volunteers; assist the Auxiliary as needed especially with newsletters, publications etc. Responsible for planning educational events and activities which support the goals of the GH Volunteer Program. Accountable for thorough screening of volunteer applicants, to assure that those accepted are appropriate for a hospital volunteer positions. Create, update and meticulously maintain all volunteer records including tracking of TB, Flu, background checks and mandatory requirements as per JC regulations. Track, run reports and prepare volunteer hours upon request.

    Process department invoices, order office supplies and uniforms, schedule appointments, organize meetings and maintain calendars for Auxiliary President, Volunteer Services Director and Integrative Medicine Coordinator. In addition to some suprtvisiory
    PHYSICAL_DEMAND:

    Pleasant environment with lots of friendly interaction. Composure and maturity to deal with lots of walk in questions, variety of personalities including staff, patients, adult and student volunteers. Moderate walking in the hospital, long periods of sitting needed to greet, computer/data entry and phone requirements. Energy to manage stress of interaction with diverse volunteer population. Flexibility and patience are essential to interacting with nearly 600 volunteers. Light to moderate lifting (up to 25lbs).

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    Job Info

    Job: 7102

    Department: Volunteer Services
    Category: Admin Support
    Status: Full Time
    Shift: DAYS
    Hours: 37.50

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