Volunteer Services Specialist

BMC Software•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.
Ability to demonstrate a high level of personal initiative to achieve goals and objectives
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

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: Maximizes the capabilities of VSys to increase efficiency and tracking and reporting of volunteer information
Work with VSys team to improve utilization, tracking, and volunteer communication to ensure software continues to meet VS business needs
Provide continuous updates to the system to ensure maximum efficiency
Train, support and educate all users of the VSys system
Responsible/accountable for total volunteer onboarding process: Welcome call, Workday, badging, medical clearance, orientation
Train and manage volunteer team of 5-7 onboarding associates to assist with onboarding
Oversee onboarding functions of Workday, Vsys, DISA, and ensure alignment between systems
Continual development and process improvements to onboarding
Establish the Volunteer Services communications function, including the development and implementation of a communications strategy
Manage the Volunteer Service inbox, respond to/ route emails as appropriate, create templates for responses to frequently asked questions.
Manage office phone calls and response
Establish a Volunteer Services newsletter. Determine target audience, publication schedule. Develop/ solicit story ideas, create content.
Ensure alignment with Volunteer Services' strategic goals and business objectives.
Partner with Marketing/Communications to ensure consistency of all communications material (e.g., newsletter, flyers, advertisements) with BMCHS format, branding, and layout conventions while maintaining clarity and integrity of content and alignment with communications strategy.
Onboard, train and manage VS Mar/Comm intern
Independently direct Volunteer Ambassador Program, seeking guidance from Director only if needed.
With a 9-month scope, conduct ongoing planning for/implementation of new programs, program cycles, expansion and 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 to the site(s) where ambassadors will be working.
Manage communications with the volunteer ambassadors regarding schedules, shifts and coverage of special events.
Develop, implement, and oversee community engagement strategic plan with the goal of building strong relationships with, and sourcing volunteers from, the communities in which BMCHS operates and the populations it serves
Design and develop recruitment materials that provide information about the program, its services, and volunteer opportunities, revising and updating as needed
Develop metrics for measuring impact and effectiveness of strategy. Identify areas where strategies can be improved/ changed. Develop, implement, and monitor success of changes, revising as needed
Work directly with the Office of Community Engagement to build relationships with community leaders, groups, and organizations as a source of volunteer recruitment.
Recruit, place and manage event-based volunteers
Attend community engagement events; establish, cultivate, and maintain relationships with community leaders
In partnership with the Volunteer Services Program Manager, ensure Volunteer Accountability
Ensure volunteers are logging hours
Monitor daily volunteer check in/out
Review volunteer absences
Oversee volunteer shift changes
Provide support/availability to volunteer workforce
Outreach and Volunteer Recruitment
Collaborate with Marketing and Communications team on the coordination and communications for volunteer recognition events
In partnership with Development, schedule and organize corporate/donor and outside group visits
Creates, implements, and executes a comprehensive volunteer recruitment strategy, including goals, KPIs and reporting methods to demonstrate robust volunteer recruitment success.
Supports Volunteer Services outreach and education efforts to key departments within the Boston Medical Center Health System.
Represents Boston Medical Center Volunteer Services at state and regional meetings as needed.
Serves as partner to Director in oversight of all office functions: Ensures the office runs smoothly, efficiently, and professionally on a daily basis.
Performs office related duties such as handling scanning, filing, photocopying collating materials
Supports planning, coordination, and implementation of departmental program-related activities and events.
Prepare reports as needed: ex. PowerPoint Presentations, volunteer and patient experience metrics, community programs and events
Works with the Manager to oversee and review all requests for volunteers
Works with the Volunteer Services Director to create, develop and recommend changes in program model; implements as needed.
Perform other duties as assigned.