Volunteer Services Coordinator (16 hrs/week)

Schedule

This role would be 16 hours per week with shifts on weekdays, could be 4 x 4 hour shifts or 2 x 5 hour and 1 x 6 hour shift. Open to discussion on when those shifts would be. This is a weekly, year-round position and would also include covering about half of holidays too.

This is a paid position involving coordination of our volunteer office, not a volunteer role.

Job Profile Summary 

​ This role focuses on maintaining communications and relationships outside of the organization via media relations, fundraising, marketing, communications, public relations, advocacy, outreach and volunteer services.   In addition, this role focuses on performing the following Volunteer Services duties: Improves the quality of life in communities in which the organization operates including plans and implements community involvement and giving programs in various areas (e.g., education, community development & human services, culture & arts, neighborhood grants, etc.). Represents Tufts Medicine with non-profit groups, community organizations, and community leaders in relevant program areas.   An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment.  The majority of time is spent in the delivery of support services or activities, typically under supervision.  An experienced level role that requires basic knowledge of job procedures and tools obtained through work experience and may require vocational or technical education.  Works under moderate supervision, problems are typically of a routine nature, but may at times require interpretation or deviation from standard procedures, and communicates information that requires some explanation or interpretation. 

Job Overview 

Under general supervision, this position provides administrative and logistical support Volunteer Services leadership.  The position works with multiple constituencies across the hospital and takes a lead role in managing the department’s administrative needs, including assisting callers, taking messages, managing calendars, placing purchasing orders and maintaining electronic tracking system. In this role, will also assist in developing and directing volunteer assignments as well as help to ensure smooth operations of our Volunteer Department while providing great customer service. 

Job Description 

Minimum Qualifications: 

1. High school diploma or equivalent. 

2. Two (2) years of prior experience in a volunteer office or similar social services environment. 

Preferred Qualifications: 

1. Some college experience. 

2. Four (4) years of prior experience in a volunteer office or similar social services environment. 

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list.  Other duties and responsibilities may be assigned. 

1. Greets patients, families and guests as they enter the hospital through the main lobby, serving as a focal point for all inquiries and provide personal attention to guests needs. 

2. Assists individuals with disabilities and mobility issues by securing appropriate transportation or services. 

3. Answers the patient information lines, releasing patient information when applicable.  Also routes internal and external calls. 

4. Circulates throughout the lobby, initiating contact with customers in order to identify and address questions and concerns. 

5. Reports any suspicious individuals or activity, violations of rules or regulations as required.   

6. Makes “search” runs for wheelchairs ensuring the patients or visitors to the hospital are provided with necessary transportation. 

7. Trains new volunteers in all aspects of responsibilities 

8. Acts as the leader of the Information Desk/Concierge, supervising the part-time employees and volunteers. 

9. Continually upgrading all information needed by the concierge employees and volunteers assuring a professional and accurate information system. 

10. Provides clerical, mailing, copying, ordering, and scheduling support to department leaders. 

11. Composes and formats correspondence, reports and presentations. 

12. Coordinates all onboarding activities for new volunteers.  Coordinates and monitors their schedules, activities, and assignments.  Maintains volunteer records as required. 

13. Participates on assigned committees and projects within the department and hospital as requested by department leadership. 

Physical Requirements:  

1. Normal office environment. 

2. Physically able to stand or walk for long periods of time and work odd, irregular hours (Saturdays, Sundays, overnights, holidays, etc.). 

3. Ability to carry out instructions furnished in written, oral, or diagrammatic form. 

Skills & Abilities: 

1. Ability to reflects positive customer relations and commitment to hospital mission. 

2. Ability to establish and maintain good rapport with volunteers and staff throughout the organization. 

3. Ability to maintain professional composure when dealing with unusual circumstances. 

4. Excellent communications skills, both oral and written, required for interacting effectively and cordially with wide variety of hospital personnel, visitors and patients. 

5. Ability to create an environment conducive to optimal efficiency using time-management techniques and available technology 

6. Ability to assess potentially dangerous situations quickly and make sound decisions based on the information present and takes appropriate action. 

7. Ability to maintain a high level of mental and emotional tolerance, and an even temperament when dealing with people 

8.. Ability to adapt to changes in the external environment and organization. 

9. Ability to write routine correspondence, including email, logs, and reports. 

10. Good interpersonal skills, with the ability to interact effectively at various social levels and across diverse cultures. 

11. Ability to read and write at a proficient level. 

12. Basic Computer Skills are required. Strong knowledge of Microsoft Office suite. 

13. Ability to learn Volunteer Management System.