Hospice Volunteer Operations Coordinator

RiseMe; Vero Beach (FL); On-site; USD 40,000 - 56,000; Full time

Benefits offered by this job

Dental insurance

Employee assistance program

Employee discount

Flexible spending accounts

Health insurance

Life insurance

Paid time off

Referral program

Retirement plan

Tuition reimbursement

Vision insurance

Job summary

VNA of the Treasure Coast in Vero Beach, FL, is seeking a Hospice Volunteer Operations Coordinator to manage referrals, assignments and daily volunteer operations. You will coordinate volunteers across home hospice and Hospice House, ensuring seamless integration with patient care and clinical teams.

Responsibilities include scheduling, training oversight for Lead Admissions Volunteers, and maintaining compliant documentation.

Qualifications

• High school diploma or equivalent required; advanced degree preferred.
• Experience coordinating volunteers in healthcare, hospice, or human services is preferred.
• Strong organizational, scheduling and communication skills essential.

Responsibilities

• Coordinate hospice volunteer referrals, assessments and assignments.
• Schedule and deploy volunteers across home hospice and Hospice House programs.
• Provide day-to-day operational guidance to Lead Admissions Volunteers.
• Serve as primary liaison betweenVolunteer Services and clinical teams.
• Ensure documentation, compliance and reporting of volunteer activities.

Skills

Organizational skills

Scheduling

Time-management

Interpersonal skills

Communication skills

Compassionate service

Education

High school diploma or equivalent

Associate or bachelor’s degree preferred

Tools

Microsoft Office

Electronic Medical Record (EMR) systems

Volunteer management systems

Scheduling platforms

Job description

The VNA of the Treasure Coast provides compassionate, innovative care of the highest quality, setting the standard for patients and caregivers needing private care, home health, hospice, and community health services.

Together, we provide the highest quality patient care.

Come be a part of the VNA team! We are a mission-minded non-profit organization that has been committed to making a difference in the community we serve since 1975!

The VNA offers its associates a competitive array of benefits and perks such as:

• Competitive pay
• Up to 18 paid days off accrued in first year, 6 observed holidays
• Competitive rates and plans for health, dental, and vision insurance
• Employer paid term life insurance
• 403b retirement plan with company match after one year
• Complimentary access to VNA Mobile Health Clinic
• Tuition reimbursement after one year of service
• Free CEU credits
• Immediate Access to Employee Assistance Plan (EAP)
• Several local and national discounts

The Hospice Volunteer Operations Coordinator is responsible for the daily coordination, scheduling, deployment, and operational support of volunteers across hospice home and hospice house programs. This role ensures volunteers are effectively integrated into patient care and operational workflows.

KEY RESPONSIBILITIES

Volunteer Referrals, Assessment & Assignment

• Receive, review, and coordinate hospice volunteer referrals and requests for volunteer support.
• Assess patient and family needs appropriate for volunteer services in collaboration with the interdisciplinary team, Lead Admissions Volunteers, and other appropriate team members.
• Recommend volunteer services and assignments consistent with identified patient and family needs and established volunteer roles.
• Match and assign qualified volunteers based on patient and family needs, volunteer skills and availability, geographic location, care setting, role requirements, and other relevant considerations.
• Communicate assignment expectations and relevant information to volunteers in accordance with organizational policies and confidentiality requirements.
• Monitor open referrals, pending assignments, active assignments, reassignments, service closures, and changing coverage needs to promote timely and continuous volunteer support.
• Maintain appropriate follow-up with patients, families, volunteers, and clinical team members regarding volunteer assignments and service needs.

Volunteer Scheduling & Deployment

• Coordinate the daily scheduling and deployment of hospice volunteers across home hospice, Hospice House, facilities, and other hospice programs.
• Maintain appropriate Hospice House volunteer coverage based on established schedules and operational needs.
• Respond promptly to changes in volunteer availability, patient needs, cancellations, and coverage gaps.
• Coordinate volunteer coverage for specialized hospice services and activities, including companionship, respite, supportive presence, vigil support, veteran services, and other established volunteer programs.
• Maintain awareness of volunteer availability and utilization to support effective deployment of volunteer resources.

Lead Admissions Volunteer Oversight

• Provide day-to-day operational oversight of Lead Admissions Volunteers who introduce and explain available volunteer services to newly admitted hospice patients and families.
• Coordinate Lead Admissions Volunteer assignments with hospice admission activity and clinical teams to support timely patient and family outreach.
• Ensure Lead Admissions Volunteers receive the current materials, workflows, assignment information, and operational guidance necessary to complete admission visits within established role boundaries and procedures.
• Monitor completion and documentation of Lead Admissions Volunteer visits and ensure identified volunteer needs are communicated and addressed promptly.
• Coordinate resulting volunteer referrals and assignments based on information gathered during admission visits.
• Provide ongoing operational guidance and support to Lead Admissions Volunteers.
• Identify and appropriately escalated concerns involving volunteer competency, performance, safety, clinical issues, boundaries, or scope of service to the Manager, Volunteer Operations & Experience and/or appropriate team member.

Clinical & Operational Coordination

• Serve as a primary operational liaison between Hospice Volunteer Services, hospice volunteers, and clinical teams.
• Collaborate with clinical staff to ensure volunteer services remain aligned with the hospice plan of care and changing patient and family needs.
• Participate in interdisciplinary team (IDT) meetings, hospice operational meetings, stand-up/stand-down calls, QAPI activities, and other meetings as appropriate.
• Communicate relevant changes in patient status, volunteer assignments, service needs, or operational concerns to appropriate team members.
• Coordinate with Volunteer Services staff to ensure appropriate first-visit support, assignment-specific orientation, and volunteer transition into new assignments in accordance with program procedures.
• Identify potential volunteer competency or training needs and coordinate with the Volunteer Training & Development Coordinator and Manager, Volunteer Operations & Experience for appropriate follow-up.
• Identify workflow gaps, recurring service barriers, and opportunities to improve hospice volunteer operations and communicate recommendations to the Manager.

Volunteer Support & Service Monitoring

• Provide volunteers with ongoing operational guidance regarding schedules, assignments, documentation, communication procedures, and established role expectations.
• Maintain regular communication with active hospice volunteers to support successful assignments and continuity of service.
• Monitor volunteer assignments for effectiveness, appropriate utilization, and continued alignment with patient and family needs.
• Address routine volunteer questions and operational concerns and escalate performance, training, safety, clinical, boundary, or compliance concerns as appropriate.
• Collaborate with the Volunteer Engagement & Experience Coordinator and other Volunteer Services team members to support volunteer engagement, retention, communication, and recognition efforts.

Documentation, Compliance & Reporting

• Ensure required volunteer service documentation is completed and entered into appropriate volunteer management and/or clinical record systems.
• Monitor volunteer documentation for timeliness, completeness, and accuracy and follow up on missing or incomplete records.
• Maintain accurate records of volunteer assignments, schedules, patient visits, service activity, and volunteer hours.
• Support compliance with Medicare Conditions of Participation, hospice volunteer requirements, organizational policies, confidentiality requirements, documentation standards, and established volunteer scope of service.
• Maintain appropriate confidentiality of patient, family, caregiver, and volunteer information.
• Assist with collection and monitoring of operational data related to volunteer utilization, referrals, assignments, response times, coverage, hours, and other departmental performance indicators.
• Provide reports and operational updates as requested by the Manager, Volunteer Operations & Experience.

Hospice Programs & Special Projects

• Assist with the coordination and operational support of hospice volunteer programs and special initiatives.
• Coordinate or support hospice special projects such as Project Wish, veteran recognition activities, vigil support, and other patient- and family-centered initiatives.
• Collaborate with Volunteer Services staff, clinical teams, volunteers, and community partners as appropriate to support successful program delivery.
• Participate in departmental and organizational volunteer recognition activities as assigned.

Other Responsibilities

• Promote a positive, collaborative, and service-oriented relationship between volunteers, staff, patients, families, and caregivers.
• Maintain professional boundaries and ensure volunteer activities remain within established volunteer roles and scope of service.
• Participate in departmental meetings, education, quality improvement initiatives, and organizational activities as required.
• Perform other duties and responsibilities as assigned.

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required; associate or bachelor’s degree in social services, healthcare, human services, volunteer administration, business administration, or a related field preferred.
• Experience in volunteer coordination, healthcare, hospice, social services, human services, patient scheduling, or a related field preferred.
• Hospice or patient/family service experience strongly preferred.

Knowledge, Skills & Abilities

• Strong organizational, scheduling, and time-management skills with the ability to manage multiple priorities and changing service needs.
• Strong interpersonal and communication skills with the ability to work effectively with volunteers, patients, families, caregivers, clinical staff, and organizational leadership.
• Commitment to compassionate, patient- and family-centered service.

Computer & Technology Skills

• Proficiency with standard office technology, including Microsoft Office applications.
• Ability to use electronic medical record systems, volunteer management systems, scheduling platforms, and other organizational technology.

*This position requires screening through the Care Provider Background Screening Clearinghouse. For more information, please visit https://info.flclearinghouse.com

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending accounts
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance