Job Title: Volunteer Resources Supervisor Job Code: 880271 Immediate Supervisor: Employee Relations Manager-Omaha Status: Non-Exempt DEPARTMENT FUNCTION/JOB OVERVIEW Responsible for the administration of all volunteer programming, documenting policies and procedures and the creation of new volunteer positions/programs for Lincoln and Omaha campuses. Responsible for the supervision of volunteers and information desk operations, staffing and scheduling. Creates and maintains position (service) descriptions, written policies and procedures, recruitment placement, and orientation. Responsible for volunteer records and information maintenance, reporting Volunteer Reporter computer system maintenance, budgeting and ensuring adherence to regulations as well as Madonna policies and procedures. Develops methods to integrate and onboard volunteers and information desk staff to Madonna. Responsible for Volunteer Angel Dog program, Peer, Workforce Re-entry, and other programs as they are developed or changed. Collaborates and communicates regularly and effectively across campuses with Employee Relations Manager-Omaha as well as with volunteers and information desk/screening staff to ensure streamlined and consistent procedures. Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedure. Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the department and facility. ESSENTIAL FUNCTIONS (INFORMATION) 1. Researches and assesses information to determine appropriate new and/or changing volunteer services and programs. 2. Composes and maintains position (service) descriptions including primary duties and qualifications for all placements. 3. Develops and maintains Volunteer Resources Policies and Procedures. 4. Develops and manages Volunteer Resources operational budget in collaboration with supervisor. 5. Develops and maintains statistics and reports of volunteer programs on a monthly, quarterly and annual basis providing analysis of current trends and outcomes 6. Maintains current status and data and records on volunteers and information desk staff including personal information, assignments, hours, orientation conducted, etc. in a confidential and secure manner to ensure compliance with regulations and record retention 7. Develops and maintains current volunteer orientation material including current health and confidentiality guidelines. 8. Ensures the volunteer program and procedures are compliant with HIPAA regulations and Madonna policies and procedures. (PEOPLE) 1. Supervises staff and volunteers in Volunteer Resources and Madonna ensuring key information is included for the success of the staff and consistent with Madonna policies and procedures. Supervision to include recruitment, selection, onboarding, orienting, coaching, staffing and scheduling, timecards approval, as well as addressing issues or concerns through discipline or other measures. 2. Collaborates and communicates with own supervisor on issues and matters of significance. Addresses staffing and/or personnel matters, including any issues or concerns, effectively and efficiently as well as confidentially through supervisor to ensure consistency and HR oversight. 3. Interviews and places applicants for appropriate work and/or assignments 4. Collaborates and communicates with own supervisor and others as needed regarding VR and information desk/screening coverage needs and operational matters. 5. Orients new staff and volunteers as well as Madonna managers to Madonna Mission and Core Values, volunteer policies, procedures, HIPAA regulations, and overall facility procedures. 6. Ensures volunteers are compliant with all Madonna policies and other regulatory and accreditation rules and guidelines and documentation of orientation with each staff member is maintained and on record 7. Responsible for ensuring timely and clear communication with regular updates and information sharing with volunteers and information desk staff in order to ensure well-informed and successful in their duties. 8. Assists with communicating or reviewing the program with various accrediting or surveying agencies as assigned by supervisor. 9. Plans and implements volunteer recognition events or activities in line with budget in collaboration with supervisor. 10. Communicates, publicizes, and maintains marketing and other materials and systems regarding Madonna’s volunteer programs regularly, accurately and timely in keeping with Marketing’s brand. Ensures Madonna’s website is reviewed regularly and reflects current and accurate information regarding Volunteer Resources and information desk staff job opportunities and programs. 11. Responsible for providing presentations to external organizations or companies and participates in external events as approved by supervisor. 12. Responsible for leadership and supervision of the Information Desk , Angel Dog program, Peer, Workforce Re-entry, Voc Rehab, as well as other programs as they are developed serving as the contact for agencies in collaboration with others as assigned. 13. Responsible for information desk scheduling, coverage, and timecards in order to ensure continuity of services and support. 14. Assists with Project Search program as needed including background checking and other services support. 15. Models accountability to the Core Values of Madonna Rehabilitation Hospital and incorporates the core values into decision making and professional practice. 16. Must be a team player that can work independently, empower others and increase volunteer and staff engagement. 17. Communicates effectively verbally, in writing, and all aspects. 18. Follow instruction from supervisor to perform other functions as assigned in order to achieve the goals within the department and/or system. (THINGS) 1. Must operate copier, telephone, fax machine and have proficient computer skills, including e-mail, word processing, presentation, spreadsheet functions and other volunteer resources software for efficient operations. 2. Maintains a clean, organized and safe environment. Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury. 3. Assists with filing, front desk coverage, and other tasks in Human Resources as needed. 4. Provides and operates motor vehicle and travel as necessary in order to fulfill Volunteer Resources and/or information desk needs. 5. Responsible for ensuring clean equipment and environment. PHYSICAL DEMANDS AND ENVIRONMENTAL CONDITIONS Indoor light work with frequent sitting, walking, standing, squatting and stooping. Occasional lifting up to 15 pounds. Requires sufficient sight to see and read reports and computer screen. Requires sufficient hearing and speaking to communicate by phone and in person. Ability to work with and exposure to dogs for purposes of the Angel Dog program. Mobility required to work and travel across campuses and throughout all facilities. Requires flexibility of schedule to work extended evening or weekend hours across campuses as needed and adjust working hours throughout the week as needed to fulfill business needs. QUALIFICATIONS (Education/training and/or Experience) Three years’ experience working in a leadership, supervisory, and/or administrative role with oversight of volunteers or employees required. Bachelor’s degree in Volunteer Management, Liberal Arts, Business, and Education or related field preferred. Human Resources or Volunteer Resources department experience preferred, preferably in a like-size healthcare organization experience preferred. Exceptional verbal and written communication skills and outgoing, people oriented focus required. Demonstrated experience with organizing programs and events required. Excellent collaboration, organizational and planning skills required. Must demonstrate excellent judgment and skill in a variety of customer-service situations. Demonstrated personal experience working with dogs preferred. Must have current driver's license and must submit a copy of current driver's abstract reflecting a good driving record as required by Madonna. Must demonstrate high level of integrity and adherence to facility and department confidentiality expectations. Background checking is conducted on applicants for this position with the agencies as required by Nebraska State regulations, in addition to any other agencies as determined by Madonna. Applicants must sign authorization forms (when required by the agency) to release information to Madonna.