Where compassion meets innovation and technology and our employees are family. Thank you for your interest in joining our team! Please review the job information below.
General Purpose of Job:The Volunteer Services Manager is responsiblefor providing coordination, daily operation and general support of the department including department staff and volunteers. Responsibilities include the selection, placement, orientation, training, retention, discipline, recognition, on-going compliance and scheduling of all volunteers. Oversees the supervision of all volunteer service areas. Reviews and prioritizes requests for volunteers and assigns to departments. Develops and monitors service descriptions of volunteers and ensures agreed guidelines are followed. Provides general support to other department staff. Ability to work as back up or fill-in in one of the specific volunteer areas if volunteers are not available. Supports the mission, vision, core values, and strategic goals of Driscoll Children's Hospital.
Essential Duties and Responsibilities:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not intended to be all-inclusive; employees will perform other reasonably related business duties as assigned by the immediate supervisor and/or hospital administration as required.
- Oversee and manage the volunteers. Willing to travel to supported locations if necessary.
- Train and cover the hospital retail shops when necessary.
- Train with Retail Manager/Supervisor to manage the basic operations of the hospital retail shops.
- Willing to travel and spend day/s at volunteer locations for training, managing and/or events.
- Recruit volunteers for service area locations.
- Supervises daily schedule of adult/teen volunteers, updating individual schedules and department schedules regularly.
- Responsible for the management of the year-round Volunteen Program which includes volunteers 15 -17 years of age.
- Demonstrates business practices and personal actions that are ethical and adhere to corporate compliance and integrity guidelines.
- Conducts interviews to assess prospective volunteer skills, abilities and related experience using professional judgment as to acceptance verses non-acceptance into program.
- Maintains volunteer electronic files and schedules through VSys-One (a volunteer management database), Microsoft Word, Microsoft Office, and Microsoft Excel Files, including scanning files for database in a timely manner.
- Documents interview/decision for volunteer in VSys-One management system.
- Corresponds with prospective volunteers regularly, sending correspondence and reference forms relevant to each prospective volunteer. Ensures that prospective volunteers receive at least monthly communication.
- Establishes an electronic file in VSys-One. Tracks hours of service, status changes, dates of correspondence, annual immunizations, awards, and training activities. Generates reports and annual hours as needed, of volunteer service to present to Director and Auxiliary Board.
- Coordinates and conducts orientation sessions at least two times a month or as needed, for new volunteers including scheduling rooms and speakers as necessary. Facilitates orientation process with the assistance of the other Volunteer Services staff members.
- Coordinates all donations received including sorting and distribution. A scheduled time and meeting place is scheduled a least 1-2 days ahead of time and placed on staff's calendars. Documents donor information for acknowledgement. If applicable, provides appropriate information ahead of time to Child Life, patient units and Marketing/Media Relations. Records outside service project hours.
- Provides/Coordinates training, support, direction, and leadership to volunteers as to routine expectations and ensures compliance. Assists with defining, implementing and maintaining service standards and quality control procedures.
- Meets with Director/Manager weekly/bi-weekly to review volunteer programs and identify areas of improvement.
- Attends department meetings/trainings, team building, management or hospital meetings/trainings as needed or when required.
- Provides hour verification or letter of recommendation to volunteers when requested.
- Coordinates placement based on assessment and availability.
- Evaluates volunteer positions, position descriptions, and trainings to assure they reflect current needs.
- Works closely with staff to ensure effective utilization of volunteers
- Ensures the completion of each volunteer competency packet (Placement, Annual and Job Specific and inclusion in volunteer's electronic file; and oversees scheduled reassignment when needed and fill department specified vacancies).
- Uses judgment and or consults with volunteer staff/mangers as to placing volunteer on leave of absence status 90 days or inactive status.
- Assists with coordinating/decorating for annual events including scheduling of rooms, speakers, and additional volunteers.
- Assists the Occupational Health Department in coordinating annual medical screenings and follows up if screenings are not completed.
- Shows strong knowledge of and effectiveness in administering hospital policies and procedures.
- Makes and implements decisions compatible with organizational goals.
- Maintains composure, effectiveness, and flexibility under pressure.
- Maintains effective communication and working relationships with staff members and volunteers.
- Provides office support for Volunteer Department including handling correspondence, phone calls, organization an appearance of office, supervising and assigning volunteers to assist with these tasks.
- Maintains efforts to promote The Driscoll Way Customer Service Approach, and continually improve patient satisfaction efforts.
- Maintains coverage and cross trains for essential volunteer areas.
- Adheres to hospital policies and procedures.
- Maintains utmost level of confidentiality at all times.
- Other duties as assigned.
Supervisory Responsibilities:- Effectively administers performance management system including: developmental feedback, goal setting, assesses competency, progressive discipline
- Strong knowledge of and effective in administering hospital policies and procedures
- Responsible for sound management of human resources
- Makes and implements decisions compatible with organizational goals
- Maintains composure, effectiveness, and flexibility under pressure
- Supervises the following job classes: Volunteer Supervisor, Volunteers
Education and/or Experience:- Bachelor's degree (B. A.) from four-year college or university; or one to two years related experience and/or training; or equivalent combination of education and experience.