Operations Coordinator- Volunteer and Student Services

Ellis Medicine • Schenectady, NY

4d • Onsite

About The Position

The Operations Coordinator, reporting directly to the Leader of Volunteer & Student Services, is responsible for the coordination and daily operations of volunteer and student programs at Ellis Medicine. This role supports a high-volume, fast-paced program and ensures a seamless experience for volunteers, students, and internal departments. The position requires strong organizational, communication, and computer skills, with a focus on maintaining accurate records and ensuring compliance with regulations. The coordinator will also assist in recruiting, onboarding, and scheduling volunteers and students, and will act as a liaison for academic partnerships.

Requirements

• Associate degree required; applicable job-related experience will be accepted in lieu of a completed degree.
• Minimum of three (3) years of experience in a healthcare setting, volunteer services, program coordination, or related field required.
• Customer service experience and competency required.
• Demonstrated ability to read, understand, and implement processes based on policy and regulation.
• Strong interpersonal, organizational, and communication skills are required.
• Proficiency in computer systems, Microsoft Office, and database management required.
• High attention to detail and accuracy in data entry are required.
• Must be able to work flexible hours for events that happen after hospital business hours.
• Must have reliable transportation to travel to work-related events.

Nice To Haves

• Experience working with students, academic institutions, or community programs strongly preferred.

Responsibilities

• Assist the leader in recruiting volunteers, including participation in college and university fairs, community outreach, and engagement with community-based organizations.
• Initiate, process, and manage volunteer and student applications, including screening and onboarding.
• Coordinate onboarding requirements, including interviews, background checks, health clearances, and orientation sessions.
• Serve as the primary point of contact for student affiliations, internships, shadowing, and academic partnerships.
• Collaborate with department leaders and managers to coordinate and place volunteers and students across the organization.
• Develop and manage schedules for volunteers and students to ensure appropriate departmental coverage and program efficiency.
• Maintain organized filing systems and accurate electronic databases for all volunteer and student records.
• Monitor attendance, track participation, and maintain program data for reporting and compliance purposes.
• Ensure all volunteers and students meet organizational and regulatory requirements, including HIPAA, safety, and infection control standards.
• Demonstrate the ability to effectively communicate with Ellis medical and professional staff, as well as external partners.
• Promote volunteer and student programs to increase community engagement and support workforce development initiatives.
• Support workforce pipeline programs and partnerships with schools, colleges, and community organizations.
• Assist with continuous quality improvement initiatives within the Volunteer & Student Services Department.
• Attend meetings and provide program updates, data, and recommendations to leadership as needed.
• Make recommendations to the Leader regarding program development, process improvements, and operational efficiencies.
• Handle all correspondence in a timely and professional manner.
• Provide administrative support, including answering phones, coordinating with vendors, and preparing meeting materials and minutes.
• Assist with special projects, events, and volunteer recognition initiatives.

Benefits

• Comprehensive and affordable Health, Dental and Vision insurance that starts DAY ONE
• Generous paid time off to support a work-life balance, including 6 paid holidays
• Tuition Reimbursement and professional development opportunities
• Retirement plan in the form of a 401(3b) with company match after longevity
• Flexible Spending Account and Dependent Care Account
• Free yearlong unlimited CDTA Navigator Pass, including Free CDTA bike share program
• Employee Wellness Program
• Employee Assistance Program
• Employer paid for Life Insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree