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Reports To: Director of Volunteer Services

JOB DESCRIPTION SUMMARY

The Volunteer Coordinator is responsible for the administrative functions associated with coordinating the recruiting, interviewing, training, and scheduling of volunteer workers for the hospice environment. The Volunteer Coordinator ensures that the activities of the volunteer workers meet the needs of the organization.

As a full-time, non-exempt member of the Volunteer Services team, the Volunteer Coordinator serves as the department's primary administrative resource, maintaining the Better Impact volunteer database, supporting compliance with hospice regulatory and accreditation requirements, and working closely with the interdisciplinary care team, volunteers, and the community to ensure volunteer services meet the needs of patients and families.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

1. Manages all direct services paperwork and correspondence (both electronic and physical) with the internal care team for all volunteer programs.
2. Serves as an administrator of the Better Impact volunteer management software; enters and maintains volunteer records and activity data, runs and distributes reports, and troubleshoots basic system issues for staff and volunteers.
3. Ensures all volunteer hours are logged and accounted for, both with volunteer needs within the volunteer department, and those outside of the volunteer department.
4. Keeps accurate, up to date records of product output data from all volunteer programs and culminates this data for KPI metrics monthly.
5. Ensures all electronic and physical paperwork, forms, etc. that are required of the volunteer department are submitted accurately and in a timely fashion.
6. Assists with all volunteer programs as needed.
7. Assists with assuring timely assignments of qualified volunteers in response to need’s requests.
8. Assists with volunteer orientations, in services, and recognition events.
9. Assists with Front Desk Responsibilities by answering telephone and greeting visitors, using knowledge of organizational structure to route calls and/or messages to appropriate staff for appropriate decisions or action.
10. Assists with recruitment, screening, and onboarding of new volunteers, including scheduling interviews, background checks, health/TB screenings, and orientation sessions.
11. Maintains individual volunteer personnel files in compliance with ACHC accreditation standards and CMS Conditions of Participation, ensuring required documentation (background checks, orientation completion, annual in-service training, confidentiality/HIPAA acknowledgments) is current and audit-ready.
12. Assists with preparations of volunteer communications (newsletters, correspondence, reminders, thank-you notes) using Microsoft Word and manages department email correspondence through Microsoft Outlook.
13. Maintains strict confidentiality of patient, family, and volunteer information in accordance with HIPAA and organizational policy.
14. Serves as a professional and compassionate point of contact for prospective and current volunteers, community partners, and the public via phone, email, and in person.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks or special projects, other than those stated in this description, by supervisors/Leadership Team. 

POSITION QUALIFICATIONS

1. Education: Minimum associate’s degree; bachelor’s degree preferred.
2. Experience: Minimum two (2) years’ professional experience related to the functions of the position or experience as an active volunteer coordinator. Experience with volunteer management software (e.g., Better Impact) preferred.
3. Special Qualifications: Possesses valid Louisiana Driver’s License and Automobile Liability Coverage.
4. Technical Skills: Must be proficient in the use of computers, email (Microsoft Outlook), and standard office equipment. Requires a high level of proficiency in Microsoft Word and Microsoft Excel (including formulas, spreadsheets, mail merge, and report generation). Experience with a volunteer management database such as Better Impact preferred, or demonstrated ability to quickly learn new software systems.
5. Skills/Abilities: Excellent organizational, written, and verbal communication skills; strong attention to detail and accuracy in data entry and recordkeeping; ability to multi-task and manage competing priorities in a fast-paced environment; ability to maintain confidentiality of sensitive patient, family, and volunteer information; compassion and sensitivity when interacting with terminally ill patients, families, and volunteers; ability to work independently with minimal supervision.