Volunteer Services Specialist

Boston Medical Center•Boston, MA

1d•Onsite

About The Position

Reporting to the Director, Volunteer Services, the Specialist, Volunteer Services provides administrative support and coordination of all activities to ensure that the department runs smoothly, efficiently, and professionally on a daily basis. Assists with planning, coordination, and implementation of all departmental program-related activities and events. Assists with support and development of volunteers, volunteer supervisors and volunteer programs. Creates and executes a comprehensive volunteer recruitment strategy.

Requirements

Bachelor’s degree and 1-3 years of professional experience in a healthcare, education, or office setting, or equivalent combination of education and experience.
Vsys (Volunteer Management System) expertise.
Proficiency with Microsoft applications (Word, Excel, Access, and PowerPoint).
Strong interpersonal skills, with the ability to maintain positive working relationships.
Excellent organizational, presentation, and oral and written communication skills.
Diplomacy and ability to work with sensitive and highly confidential information.
Strong attention to detail, and demonstrated ability to monitor own work to ensure quality.
Strong time management, planning, problem-solving, and project coordination skills, including the ability to multitask in a fast-paced environment.
Resourcefulness, flexibility/adaptability, acumen, creativity, dependability, and ability to work effectively both independently and collaboratively.
Ability to demonstrate a high level of personal initiative to achieve goals and objectives.

Nice To Haves

3-5 years of relevant professional experience.
Experience with volunteers or as a volunteer, including some experience in recruitment strategies.
Program/event planning experience.
Experience working with databases.
Certification in Volunteer Administration (CVA).

Responsibilities

Administrator of onboarding functions of the VSys volunteer tracking database, maximizing its capabilities for efficiency and reporting.
Oversee onboarding functions of Workday, Vsys, DISA, and ensure alignment between systems.
Train, support and educate all users of the VSys system.
Responsible/accountable for total volunteer onboarding process including welcome call, Workday, badging, medical clearance, and orientation.
Train and manage volunteer team of 5-7 onboarding associates.
Establish the Volunteer Services communications function, including the development and implementation of a communications strategy.
Manage the Volunteer Service inbox, respond to/ route emails, and create templates for FAQs.
Manage office phone calls and response.
Establish a Volunteer Services newsletter, determining target audience, publication schedule, developing content, and ensuring alignment with strategic goals.
Partner with Marketing/Communications to ensure consistency of all communications material.
Onboard, train and manage VS Mar/Comm intern.
Independently direct Volunteer Ambassador Program, conducting ongoing planning for and implementation of new programs, program cycles, and expansion/refinement of existing programs.
Supervise, train, and manage the schedules of 80-100 ambassadors per week.
Design, develop, and deliver ambassador trainings, creating content specific to the needs of the populations served and/or sites.
Manage communications with the volunteer ambassadors regarding schedules, shifts and coverage of special events.
Develop, implement, and oversee community engagement strategic plan to build relationships and source volunteers from the community.
Design and develop recruitment materials, revising and updating as needed.
Develop metrics for measuring impact and effectiveness of strategy, identifying areas for improvement and monitoring success of changes.
Work directly with the Office of Community Engagement to build relationships with community leaders, groups, and organizations.
Recruit, place and manage event-based volunteers.
Attend community engagement events; establish, cultivate, and maintain relationships with community leaders.
Ensure Volunteer Accountability in partnership with the Volunteer Services Program Manager.
Monitor daily volunteer check in/out, review volunteer absences, and oversee volunteer shift changes.
Provide support/availability to volunteer workforce.
Collaborate with Marketing and Communications team on volunteer recognition events.
Schedule and organize corporate/donor and outside group visits in partnership with Development.
Create, implement, and execute a comprehensive volunteer recruitment strategy, including goals, KPIs and reporting methods.
Support Volunteer Services outreach and education efforts to key departments within the Boston Medical Center Health System.
Represent Boston Medical Center Volunteer Services at state and regional meetings as needed.
Serve as partner to Director in oversight of all office functions, ensuring smooth, efficient, and professional daily operations.
Perform office related duties such as scanning, filing, photocopying, and collating materials.
Support planning, coordination, and implementation of departmental program-related activities and events.
Prepare reports as needed (e.g., PowerPoint Presentations, volunteer and patient experience metrics, community programs and events).
Oversee and review all requests for volunteers with the Manager.
Works with the Volunteer Services Director to create, develop and recommend changes in program model; implements as needed.
Perform other duties as assigned.