POSITION SUMMARY:
This position supports Volunteer Services and the Director of Volunteer Services. The position requires resourcefulness, flexibility, acumen, diplomacy and the ability to take initiative, work independently and represent the Volunteer Service department.
Provides administrative support and coordination of all activities to ensure that the department runs smoothly, efficiently, and professionally on a daily basis. Assists with planning, coordination, and implementation of all departmental program-related activities and events. Assists with support and development of volunteers, volunteer supervisors and volunteer programs. Oversees the running of the department in the absence of the Volunteer Services Manager. Excellent interpersonal, organizational, oral, and written communications skills are required. A self-starter, detail-oriented individual who is able to multi-task in a fast changing environment.
Position: Volunteer Services Specialist
Department: Volunteer Services
Schedule: Full Time
ESSENTIAL RESPONSIBILITIES / DUTIES:
Responsibilities may include:
Administrative support, in collaboration with Director oversees all office functions:

• Ensures the office runs smoothly, efficiently, and professionally on a daily basis.
• Supports planning, coordination, and implementation of departmental program-related activities and events.
• Prepare reports such as: PowerPoint Presentations, volunteer and patient experience metrics
• Performs office related duties such as handling faxes, scanning, filing, photocopying collating materials
• Communicates with outside vendors
• Track and report volunteer metrics, evaluate results and think creatively about program developments

Provides specific support:
Oversees the application and on-boarding processes for 800 annual volunteers including:

• Reviews and screens all volunteer applications.
• Conducts phone and in-person interviews of volunteer applicants, Conducts volunteer orientations, both group and individual
• Ensures compliance with Joint Commission, DPH and BMC regulations and requirements.

Main Administrator of the volunteer tracking database VSys:

• Maximizes the capabilities of VSys to increase efficiency and tracking and reporting of volunteer information
• Provide continuous updates to the system to ensure maximum efficiency
• Train, support and educate all users of the VSys system

Other responsibilities:

• Serves as the key support ensuring the department operates in an effective, efficient, and professional manner.
• Supervises volunteers in select programs where extra supervision and support is needed
• Updates external and internal volunteer communication on regular basis
• Develops and implements process improvement initiatives within Volunteer Services to improve programing
• Monitors the effectiveness of program, making adjustments as needed. . Develops and implements quality initiatives to improve the department
• Works with the Volunteer Services Director to create, develop and recommend changes in program model; implements as needed.

Outreach:

• Assists with the coordination and communication for volunteer recognition events.
• Supports the Volunteer Services outreach and education efforts to key departments within the Boston Medical Center community.
• Supports the Volunteer Services outreach efforts between Boston Medical Center and professional, educational and community organizations.
• Represents Boston Medical Center at state and regional meetings as needed.

General

• Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care may be provided.
• Utilizes Boston Medical Center's behavioral standards as the basis for decision-making and to facilitate the hospital's goals and mission.
• Follow established hospital infection control and safety procedures.

Perform other duties as assigned.
Must adhere to all of BMC's RESPECT behavioral standards.
(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required).
JOB REQUIREMENTS
EDUCATION:
High School/GED required.
Bachelor's Degree in related field is required or a combination of additional experience and training is preferred.
CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED :
None
EXPERIENCE:
Required: 2-5 years professional work experience in an office, education or healthcare setting. Proficient using Microsoft Office applications (Word, Excel, Access, and PowerPoint).
Preferred: Program/Events planning, experience with volunteers or as a volunteer.
KNOWLEDGE AND SKILLS:
Competencies

• Problem solving-the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal Skills-the individual maintains confidentiality, remains open to others' ideas and exhibits willingness to try new things. Builds and maintains strong relationships with managers, colleagues, clients and candidates.
• Oral communication-the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Written Communication-the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing-the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control-the individual demonstrates date accuracy and monitors own work to ensure quality.
• Adaptability-the individual adapts to changes in the work environment, prioritizes competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability-the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Team Player - the individual exhibits a positive attitude and a willingness to help others.
• Self-starter - the individual is able to perform tasks with little to no supervision

Skills

• Proficiency with the MS suite, to include Outlook, Word, Excel, and PowerPoint.
• Experience working with databases, familiarity with VSys preferred. Must be able to demonstrate a high level of personal initiative to achieve goals and objectives.
• Ability to coordinate multiple projects simultaneously.
• A highly creative person who "thinks outside of the box" with a positive enthusiasm and abundance of energy is desired.
• Demonstrates success maintaining positive working relationships.
• Excellent organizational, presentation, oral and written skills required.
• Able to work with sensitive and highly confidential information.

Equal Opportunity Employer/Disabled/Veterans