Volunteer Coordinator

WVU Medicine Berkeley and Jefferson Medical Centers; Martinsburg (WV); On-site; USD 36,000 - 52,000; Full time

Job summary

BMC Berkeley Medical Center in Martinsburg, West Virginia is seeking a dedicated volunteer services administrator to coordinate recruitment, training, and ongoing administration for the hospital's Volunteer Services program. The role requires independent judgment and strong data management to prepare reports, presentations, and planning for special events.

Responsibilities include interviewing volunteers, maintaining records (Volgistics), coordinating orientation and annual evaluations, and

Qualifications

• Administrative support experience
• Ability to prepare reports and presentations
• Planning and coordinating events
• Strong communication and problem-solving skills
• Proficiency with Microsoft Office software

Responsibilities

• Schedules interviews and assists in candidate selection and program guidelines.
• Communicates with staff and volunteers to identify problems and assist with timely resolutions.
• Participates in staff meetings and disseminates information to staff and volunteers.
• Keeps volunteers informed about hospital initiatives and policies.
• Maintains a friendly atmosphere and supports volunteer morale.
• Maintains volunteer records and prepares monthly activity reports; uses Volgistics for compliance.
• Coordinates volunteer orientation and annual evaluations.
• Monitors program wellbeing and maintains relationships with coordinators.
• Ensures training requirements and CBLS are met; devotes time in service areas for follow-ups.
• Provides administrative support to department leadership; attends meetings when needed.
• Assists in research, organization of presentations, and staff actions related to volunteers.
• Maintains payroll records for Volunteers Services and Gift Shop; assists budgeting and reporting.
• Coordinates special projects and events; schedules meetings and logistics.
• Ensures project plans are implemented and progress is communicated.
• Supports liaison efforts among parties involved in events; reports progress.
• Contributes to department goals and productivity improvements.
• Adapts to feedback and contributes positively to the team.

Skills

Administrative support

Report preparation

Event planning

Communication skills

Microsoft Office

Education

High School Diploma or equivalent

Associate Degree in Business or related field

Tools

Volgistics database

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Coordinates Volunteer Service programs in the hospital including supporting volunteer recruitment and training. Also responsible for maintenance of program as well as providing administrative support to department leadership through preparation of reports, presentations, and planning special events. Works under minimal supervision, and uses independent judgment in determining daily priorities and deadlines. This job requires judgment and diverse analytical skills (i.e., word processing, data analysis, record keeping, organization, etc.) in order to provide administrative and secretarial support.

Minimum Qualifications

Education, Certification, And/Or Licensure

• High School Diploma or equivalent.

Experience

• Three years of experience working with a volunteer program.

Preferred Qualifications

Education, Certification, And/Or Licensure

• Associate Degree in Business or related field.

Core Duties and Responsibilities

• Schedules interviews. Interviews applicants, recommends selection of appropriate individuals for volunteer program, and administers specifics of program guidelines.
• Communicates effectively with department staff, and volunteers when necessary, in problem identification and resolution in a timely manner, as monitored by supervision. Communicates potential problems to department leadership in timely manner, provides suggestions for problem resolution.
• Participates in various activities (i.e. staff meetings, in-service, service meetings etc.) to disseminate information to staff and volunteers by written and/or verbal means, as monitored by supervision.
• Remains informed of hospital initiatives and policies. Provides up-to-date information to volunteers concerning both departmental and hospital information.
• Provides a friendly and comfortable atmosphere for volunteers, concerned with cultivating and supporting a positive morale.
• Assist in maintaining records of volunteers and prepares monthly reports of activities and hours. Maintains records of volunteers (i.e., shot records, references, etc.) via the Volgistics database to ensure compliance with The Joint Commission and Employee Health. Assess, with appropriate staff, specific needs for Volunteer participation.
• Coordinates and conducts orientation as needed for new volunteers or ensures that online orientation is complete. Maintains an annual volunteer evaluation process.
• Monitors program on an ongoing basis to ensure volunteers well-being and job satisfaction. Maintains good working relationship with departmental volunteer coordinators to enhance open lines of communication.
• Maintains annual in-service training requirements or CBL’s for all service programs through communication of requirements and facilitation of appointments.
• Assures that all volunteers are properly trained so that volunteers can appropriately function in assigned roles. Monitored by service delivery review and customer satisfaction. Responsible for spending 15% of time in the service areas following up, visiting, and addressing Volunteer concerns.
• Provides administrative support to department leadership (i.e. assistance in presentation preparation, special events coordination, etc.). Attends meetings in absence of department leadership, or upon request of department leadership, in representation of the department.
• Assists department leadership with research and organization and preparation of presentations. Assists department leadership with disciplinary action and terminations of volunteers. Assist with all special events, National Volunteer Week, luncheons, etc.
• Maintain records for payroll of all employees of Volunteer Services and Gift Shop.
• Assists in the preparation of the operation and capital budgets for the department. Responsible for maintaining up-to-date information regarding the departmental budget, keeping track of balances of various accounts, reconciling to hospital accounting reports monthly and quarterly, reporting to department leadership upon request.
• Coordinates special projects for the department and Friends organization, as monitored by supervision. Assumes responsibility for committees, scheduling meetings, delegating tasks for coordinating logistics (catering, invitations, speakers, entertainment, etc.), monitored by supervision.
• Ensures project plans are implemented and proceeds as agenda dictates. Addresses and resolves any discrepancies or problems, monitored by supervision.
• Supports department leadership in liaison efforts between all parties involved in each event and ensures all parties are kept informed and updated with progress reports and agenda changes as monitored by supervision.
• Participates in setting the goals and objectives of the department to ensure that the department contributes to the attainment of the hospitals goals and objectives.
• Formulates plans and implements change to maintain and improve productivity, by conducting and participating in staff meetings, committees, task forces, projects and communication with the department leadership, as monitored by supervision.
• Contributes to group efforts as a team member, as monitored by supervision.
• Responds to the challenges and criticism of the department in a positive and constructive manner, as monitored by supervision.

Physical Requirements

• Ability to lift, push or pull 15 - 20 pounds.
• Ability to sit for long periods of time.
• Ability to walk long distances within healthcare facility.

Working Environment

• Office and clinical settings.

Skills & Abilities

• Personal Computer skills and ability to utilize Microsoft Office software

Additional Job Description

Scheduled Weekly Hours

40

Exempt/Non-Exempt

Shift

United States of America (Exempt)

Company

BMC Berkeley Medical Center

Cost Center

512 UH Marketing

Address

2500 Hospital Drive
Martinsburg
West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.