Hospice Volunteer Operations Coordinator

The Visiting Nurse Association of the Treasure Coast; Vero Beach (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

The Visiting Nurse Association of the Treasure Coast is seeking an Hospice Volunteer Operations Coordinator to manage daily coordination, scheduling, and deployment of volunteers across hospice programs.

You will work with the interdisciplinary team to assess needs, assign volunteers, and monitor coverage, ensuring high-quality support for patients and families.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in related field preferred.
• Experience in volunteer coordination, hospice, or patient scheduling preferred.
• Strong organizational and communication skills are essential.

Responsibilities

• Coordinate hospice volunteer referrals, assessments, and assignments in collaboration with the interdisciplinary team.
• Schedule volunteers across home hospice, Hospice House, and other programs.
• Oversee Lead Admissions Volunteers and ensure they have current materials and guidance for admissions visits.
• Collaborate with clinical staff to align volunteer services with the plan of care and patient needs.
• Maintain records of volunteer assignments, schedules, visits, and hours.
• Monitor service coverage and respond to changes in availability or patient needs.

Skills

Scheduling

Interpersonal skills

Communication

Education

High school diploma or equivalent

Bachelor’s degree preferred

Tools

EMR systems

Volunteer management systems

Scheduling platforms

Microsoft Office

Job description

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 elevate 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 elevate 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.