Voluntary Services Asst

Veterans Health Administration • Houston, TX

9d • Onsite

About The Position

The Voluntary Services Assistant serves in the facility's Center for Development and Civic Engagement (CDCE)/Voluntary Service office and reports directly to the CDCE/Voluntary Service Officer/Chief. The role provides program management and overall operational support, serving as a key point of contact for volunteers, patients, visitors, service organizations, donors, community leaders, and other internal and external stakeholders.

The assistant supports the office's administrative and clerical functions, coordinates communications across the health care system and with community partners, maintains physical and electronic records, and helps manage timekeeping, staffing actions, donations, equipment, and supplies. The position is based on a Monday–Friday schedule determined by the facility; weekends may occasionally be required. Telework is not authorized, and the position is not virtual.

Requirements

• U.S. citizenship.
• For current or former Federal employees subject to the time-in-grade requirement, 52 weeks at GS-5 for a GS-6 position.
• One year of specialized experience equivalent to at least GS-5, including administrative and clerical support for Voluntary Service programs and office operations in a healthcare setting.
• Experience providing professional customer service to volunteers, Veterans, staff, community partners, and the public.
• Experience assisting with volunteer recruitment, onboarding, scheduling, and coordination.
• Experience maintaining volunteer records, applications, assignments, service hours, and attendance using manual and electronic systems.
• Experience planning or organizing volunteer recognition events, fundraising, or community outreach activities.
• Experience preparing correspondence, reports, spreadsheets, and related program and donation documentation.
• Experience managing inventory and ordering or distributing donated goods and program supplies.
• Experience using Microsoft Office applications (Word, Excel, Outlook, Teams) and volunteer management software to track and report data.
• Experience as a Government Purchase Card (GPC) cardholder, making authorized purchases under applicable procedures and regulations.
• Experience performing timekeeping duties and assisting with payroll and leave discrepancies.
• Experience supporting identification badge/PIV credentialing and basic IT access issues (ADPAC tasks).
• Experience reviewing documents for accuracy, maintaining confidential records, and ensuring policy compliance.
• Ability to organize and prioritize work, meet deadlines, research administrative issues, resolve discrepancies, and collaborate with supervisors, employees, volunteers, and community organizations.
• Experience with general administrative duties such as appointment scheduling, filing, data entry, responding to inquiries, generating reports, and researching records.
• Complete all required application steps, including the online assessment.
• Meet applicable background/security investigation and onboarding requirements.
• Participate in the seasonal influenza vaccination program as a Department of Veterans Affairs Health Care Personnel employee.
• Serve a one-year probationary period or two-year trial period, as applicable.
• Be able to meet the position's physical requirements, which may include standing, walking, climbing stairs, bending, lifting and transporting materials, and routine vehicle travel.
• Attend lengthy meetings during and occasionally after scheduled work hours; travel to other medical center facilities and community events may be required.

Responsibilities

• Serve as the first point of contact for potential volunteers, patients, visitors, service organizations, corporate and community leaders, donors, and other stakeholders.
• Interact with others with tact, diplomacy, and courtesy.
• Communicate and coordinate on behalf of the CDCE/Voluntary Service Officer with health care system services, agency representatives, and community officials regarding programs, events, and activities.
• Maintain physical and electronic records for monthly, quarterly, annual, and ad hoc reports.
• Serve as the primary timekeeper for CDCE/Voluntary Service employees.
• Assist with position management, projecting staffing needs and entering Human Resources actions and employment decisions into HR Smart, USA Staffing, and other relevant systems.
• Perform clerical functions supporting CDCE/Voluntary Service program management.
• Assist with equipment inventory surveys and ensure documentation of equipment assigned to the department.
• Receive, process, and track gifts and donations, including entering information into the Voluntary Service System or other electronic donation databases.
• Coordinate requests and purchases of office operating supplies.
• Generate reports from automated information systems and complete other administrative tasks needed for effective office operations.
• Perform other related duties as assigned.

Benefits

• Federal employees and their families have access to a comprehensive benefits package; specific eligibility depends on the position and employment status.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed