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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:

1. High School Diploma or equivalent.

EXPERIENCE:

1. Three years of experience working with a volunteer program.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Associate Degree in Business or related field.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Schedules interviews.  Interviews applicants, recommends selection of appropriate individuals for volunteer program, and administers specifics of program guidelines.

2. 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.

3. 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.

4. Remains informed of hospital initiatives and policies.  Provides up-to-date information to volunteers concerning both departmental and hospital information.

5. Provides a friendly and comfortable atmosphere for volunteers, concerned with cultivating and supporting a positive morale. 

6. 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.

7. Coordinates and conducts orientation as needed for new volunteers or ensures that online orientation is complete.  Maintains an annual volunteer evaluation process.

8. 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.

9. Maintains annual in-service training requirements or CBL’s for all service programs through communication of requirements and facilitation of appointments.

10. 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.

11. 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.

12. 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.

13. Maintain records for payroll of all employees of Volunteer Services and Gift Shop.

14. 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.

15. 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.

16. Ensures project plans are implemented and proceeds as agenda dictates.  Addresses and resolves any discrepancies or problems, monitored by supervision.

17. 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.

18. 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.

19. 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.

20. Contributes to group efforts as a team member, as monitored by supervision.

21. Responds to the challenges and criticism of the department in a positive and constructive manner, as monitored by supervision.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Ability to lift, push or pull 15 - 20 pounds.

2. Ability to sit for long periods of time.

3. Ability to walk long distances within healthcare facility.

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Office and clinical settings.

SKILLS & ABILILTIES:

1. Personal Computer skills and ability to utilize Microsoft Office software

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

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.