Guest Services Program Coordinator

FirstHealth of the Carolinas, Inc.•Pinehurst, NC

67d•Onsite

About The Position

The Guest Services Program Coordinator will plan services using an appropriate problem-solving approach. This role involves completing tasks within the volunteer department, including special projects, data entry, and routine office tasks. The coordinator will manage multiple projects and deadlines, often without direct supervision, and provide customer service to both internal and external customers. Travel to other campus locations may be required for volunteer recruitment, training, orientations, and department evaluations. The position requires providing services with consideration for the physical, psychosocial, cultural/spiritual, and age-specific needs of those served. Key duties include coordinating and scheduling volunteer coverage, ensuring adequate office coverage, assisting with volunteer education and recognition functions, and supporting early exposure and experience programs. The role also involves responding to inquiries, maintaining Volunteer Information Centers, managing supplies and equipment for regional campuses, and adhering to safety and infection control measures. Additionally, the coordinator will teach/direct/advise others, assist with volunteer orientation, and serve as a trainer for computer and office equipment usage. Responsibilities also include coordinating mailings, assisting with patient experience enhancements, maintaining the Volunteer Information database, managing volunteer personnel records, and ensuring vaccination records are up-to-date. Accurate filing and maintaining an organized, confidential filing system are essential.

Requirements

High School Graduate
Experience working in a multi-faceted department required
Knowledge of database management
Computer proficiency

Nice To Haves

Healthcare or volunteer-related experience preferred

Responsibilities

Uses an appropriate problem-solving approach to plan services.
Completes tasks within the volunteer department including special project work, data entry, routine office tasks (mailing, filing, etc.) at the direction of AD of volunteer services.
Works on multiple projects and deadlines without direct supervision at times.
Provides customer service to internal as well as external customers.
Travels to other campus locations to assist with volunteer recruitment efforts, educational training, orientation, department evaluations of services, and serve as an ambassador of volunteer services.
Provides services with consideration of the physical, psychosocial, cultural/spiritual, and age-specific needs of those served.
Assists in adequate volunteer coverage by coordinating, scheduling, and communicating, in a timely manner with departments about volunteer substitutes or volunteers for special events, according to the needs of departments and volunteers.
Ensures appropriate office coverage to include answering phone calls, taking detailed messages, returning calls, and communicating in a professional manner.
Assists in planning and provides support for volunteer education and recognition functions of Adult & Teen Volunteer program.
Assists AD of Volunteer Services in provider support of FirstFutures early exposure & experience programs.
Responds to inquiries for prospective Adult & Teen Volunteers and other general hospital information.
Uses equipment/supplies correctly.
Assists in maintaining Volunteer Information Centers.
Assists in maintaining supplies/equipment, standard work & communications for regional campuses.
Uses appropriate safety and infection control measures.
Follows guidelines according to policy.
Teaches/directs/advises/informs others in an appropriate manner.
Assists with volunteer orientation coordination and preparation of the presentation.
Serves as trainer for personal computer usage and copier/fax for staff and volunteers.
Assists with the coordination of yearly TB survey and Required Review mailings and documentation.
Assists with the distribution of Birthday and greeting cards to include enhancements to the service to drive patient experience.
Reports/records information appropriately.
Assists in maintaining the Volunteer Information database.
Assists in the responsibilities of volunteer personnel and medical records (utilizing OHM), hour accumulation/awards and educational attendance, and required review compliance.
As needed works with employee health staff to ensure volunteer vaccination records are up to date.
Accurately and timely files material and maintains organized filing system that allows for immediate access and retrieval and confidentiality/privacy.