The Volunteer Service / Admin Coordinator performs a variety of tasks within the Volunteer Services and Natural Disaster departments. This individual will be the entry point for questions and answers related to Volunteer Services. He/She follows through on inquiries related to Volunteer Services, Lions Alert and the State Health Insurance Program (SHIP). Assists with the processing and maintaining of all volunteer personnel files. Assists with the scheduling and onboarding of volunteers including orientation and scheduling new volunteer health assessments. Responsible for assisting with the coordination of Volunteer Services special events and newsletters. Assists with coordination of the online Volunteer Database. Assists with the La Porte Hospital Auxiliary fundraisers and meetings; and the Wishing Well Gift Shop. He/she is responsible for accepting payment for Auxiliary dues and functions in the form of cash and checks. Generates deposit paperwork and makes bank deposits. Assists with special projects and requests for special project volunteers. Assists Natural Disasters Department by ordering supplies and assisting Screeners with day-to-day operations. Travel required between Northwest Health Facilities including La Porte, Porter and Starke Hospital. Education:
- High school diploma or equivalent required. College degree preferred.
Experience:
- Minimum of 1 - 2 years' experience in database entry and job-related work experience in a confidential environment preferred.
- Should be able to type 45 words per minute.
- Computer literate with Microsoft Office Products and Outlook 365. Experience in Volgistics preferred, but not required.
- Demonstrates extensive knowledge of hospital services and programs available to the public.
- Demonstrates a record of significantly improving patient experience.
- Possesses superior communication skills, demonstrate the ability to work in a team environment, and be able to effectively direct front and back-end work processes and personnel toward a common goal.
General Responsibilities:
- Assists director with tracking all aspects of Volunteer files via personnel files and the database - applications; references; scheduling interviews; implementing orientation; job descriptions; competencies; training, schedules and placement.
- Maintains knowledge of community services available through Northwest Health La Porte Hospital.
- Responsible for volunteer special projects. Tasks include: Insuring volunteer availability, time and date needed, location and room reservation for project, complete work description (including any physical demands), and informing requesting department of information and names of the volunteers.
- Responsible for Hospital Tours for community organizations including scheduling and confirming department participation.
- Responsible for recruitment of volunteers for special projects. Tasks include: confirming volunteer availability, time and date needed, location, room reservation for project, job description (including physical demands) and communication with department requesting the volunteer.
- Assists Director of Volunteer Services with special events for volunteers including room reservations; vendors, dcor, menu, pricing, follow-up on invoices and other related/required documentation.
- Responsible for ordering supplies, preparation of purchase requisitions, pricing, follow-up on invoices and other related documentation for department.
- Prepares flyers, handouts, memos, e-mails and correspondence as requested from the Auxiliary and as needed for the Volunteer Services/Natural Disasters departments
- Coordinates all tasks related to the Wishing Well Gift Shop that may include ordering sundries, pricing items, cashiering, scheduling, inventory, receiving, daily income reports, displays and coordinating with buyer.
- Coordinates Volunteer Desk including training, scheduling and required documentation
- Maintains Lions Alert Database in Microsoft Access and updates copies for Volunteer Services and Emergency Room
- Schedules State Health Insurance Program (SHIP) appointments and coordinates tele-visits with counselors
- Other tasks relating to the Volunteer Services Department as assigned.
- Commitment to Purpose and Community Cares Standards of Behavior - Demonstrates a commitment to the organization's mission, vision and values supporting organizational decisions and behaviors. Contributes to the development and implementation of systems and processes ensuring strategic goal attainment. Actively participates, models and supports work aligned with the five pillars (Quality, Service, People, Finance, and Growth). Actively participates, models, and supports positive behaviors and transparent communications.
- Developing Expertise - Takes action to continue to develop and acquire new expertise that is of increasing value to the organization
- Relationships, Conversation and Collaboration - Works as part of a team with others, and shows respect and values diversity toward others.
- Service Orientation - Demonstrates efforts to discovering, meeting and advocating for the customer's needs. Actively participates to improve the patient experience.
- Excellence Orientation - Takes actions to continually improve quality and safety in daily work. Actively participates in improving work processes to meet and exceed customer requirements. Identifies opportunities for improvement based on process observation, outcome measures, and feedback from patients and other customers. Reports errors in a timely and appropriate manner. Takes initiative and is accountable for areas of responsibility meeting regulatory requirements including but not limited to maintaining annual TB testing, completing annual mandatories, and maintaining current registration/certification/licensures as appropriate to position requirements.
- Problem Solving - The ability to understand a situation by breaking it apart into smaller pieces or tracing the implications in a step-by-step way.
- Initiative - The identification of a problem, obstacle, or opportunity and proactively taking action to address current or future problems/opportunities.
- Impact and Influence - The ability to persuade, convince, influence, or impress others (individuals or groups) in order to get them to go along with or to support one's opinion or position. The key is to understand others, since Impact and Influence is based on the desire to have a specific impact or effect on others.
- Organizational Awareness - The ability to understand and learn the influence relationships in one's own organization or in other organizations (e.g., key stakeholders, suppliers, etc.). This includes the ability to identify who the real decision makers are; the individuals who can influence them; and to predict how new events or situations will affect individuals and groups within the organization.