Volunteer Services Coordinator

    • Job Tracking ID: 512365-642300
    • Job Location: Petaluma, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Part-Time
    • Date Updated: August 02, 2018
    • Years of Experience: 5 - 7 Years
    • Starting Date: ASAP
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Job Description:

The Petaluma Health Center’s mission is to provide high quality health care, with access for all, in Southern Sonoma County. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

The Petaluma Health Center is an eight-time award winner in the North Bay Business Journal’s Best Places to Work for 2017, 2016, 2015, 2014, 2013, 2012, 2011 and 2009 and we were named as one of '2015 Healthiest Companies in the North Bay' by the North Bay Business Journal.

We are a Federally Qualified Health Center (FQHC) that provides primary medical care and mental health services to residents of Petaluma, Rohnert Park, Cotati, Penngrove and surrounding areas. We are organized as a private, non-profit corporation and governed by a consumer and community led Board of Directors.

For more information about us, please visit us at www.phealthcenter.org.

Position Title: Volunteer Services Coordinator

Summary: The Volunteer Services Coordinator plays a vital role by coordinating PHC’s Volunteer Services Program, including consultation, developing, promoting, and maintaining a wide range of volunteer opportunities within the organization. The Volunteer Services Coordinator helps volunteers feel satisfied that they are making an important contribution, by matching skills, experiences and expectations of volunteers to available positions and projects that strengthen PHC’s mission and goals.

Job Duties and Responsibilities

Develop, promote and maintain a wide range of volunteer opportunities within PHC

  • Consult with leadership and staff regularly to assess needs for volunteers assistance
  • Ensure volunteers are staffed to support the various areas of operations
  • Recommend the most efficient and effective use of volunteers with a focus on appropriate volunteer/supervisory mix and training
  • Create and or conduct Volunteer Services Orientation
  • Develop and manage Volunteer Services policies, procedures and competencies.
  • Assess patient feedback seeking opportunities to create better patient experience using volunteers.
  • Organize and participate in Volunteer Services recognition programs and special events.
  • Regularly evaluate all aspects of the Volunteer Services programs to ensure effectiveness and recommend/implement changes as appropriate.
  • Maintain accurate records based on PHC record keeping policies and procedures
  • Maintain and provide timely statistical and activity reports on volunteer participation
  • Create and maintain volunteer services positon descriptions for each volunteer assignment

Recruit, interview and place all volunteers

  • Create a recruitment plan to ensure the volunteer needs are met and there is a sustainable pipeline for volunteers into the future.
  • Host and/or attend recruiting events within the communities PHC serves to attract qualified volunteers
  • Develop strategic partnerships with area schools and agencies to support the career development opportunities and volunteer requirements for students
  • Develop strategic partnerships with organizations to leverage their outreach programs and engage their employees in meaningful volunteer opportunities at PHC
  • Identify community outreach opportunities such as fairs, festivals, local markets and organizations
  • Interview and select volunteers
  • Develop and maintain relationships with other volunteer based organizations in the areas served by PHC
  • Collaborate with Human Resources to complete compliant screening and onboarding processes for volunteers

Provide ongoing support and guidance for volunteers

  • Continually evaluate the Volunteer Services Orientation to ensure effectiveness and relevancy
  • Act as a single point of contact for communications for volunteers and with leadership and staff
  • Complete effective and regular "check-in" with each volunteer to ensure satisfaction and performance while volunteering at PHC
  • Develop and maintain annual re-orientation, volunteer competencies, training related to PHC and any regulatory needs, with a focus of making sure volunteers are engaged in a manner which is beneficial to the volunteer and PHC.
  • Evaluate the orientation program for effectiveness
  • Arrange training and education opportunities for volunteers
  • Create and conduct an appropriate performance review or evaluation system for volunteers

Rewards and recognition

Daily Management

  • Help volunteers feel welcome and supported
  • Develop and manage policies, procedures and standards for volunteers
  • Manage the volunteer database and records, including reporting functions and creation of metrics
  • Track volunteer hours and contributions
  • Create and manage any associated budgets and expenditures
  • Communicate with people from diverse backgrounds
  • Resolve conflict or manage the grievance process for volunteers

Workplace safety

  • Identify and evaluate risks and understand their impact
  • Develop policies and procedures that will eliminate or reduce those risks

Experience and Skills:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education/Experience:

  • Bachelor’s degree preferred, or a minimum of five years experience working in a capacity coordinating volunteers or employees, preferably in a health care setting; or combination of applicable education and experience.
  • Knowledge of management principles and evaluation techniques related to Volunteer Services Program Management

Desired Skills:

  • Demonstrated capability to communicate professionally with the public and/or with difficult situations
  • Demonstrated capability to effectively communicate orally and in writing
  • Ability to work well with a diverse group of staff and volunteers
  • Willingness to adjust hours to accommodate the needs of the job
  • Ability to effectively manage a wide array of tasks, projects, and responsibilities
  • Ability to work productively in an unstructured environment with frequent interruptions

Language Skills: Ability to effectively present information and respond to questions and requests from volunteers, patients, co-workers, and others as necessary. Bilingual in English and Spanish, both written and verbal preferred.

Mathematical Skills: Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions and decimals.

Reasoning Ability: Ability to recognize problems, collect data and establish facts.

Computer Skills: High level of computer literacy and proficient in MS Office (Word, Excel and Outlook and web applications. Experience with Volunteer Management Systems, such as Volgistics, preferred.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Movement within health center complex environment repeatedly throughout the day
  • Ability to write by hand, use phone, use computer keyboard and mouse extensively to perform general office functions
  • Manual wrist and finger dexterity and wrist-finger speed sufficient to perform repetitive actions for extended periods of time
  • Ability to effectively communicate by hearing continuously and speech in a manner which can be understood by a diverse population
  • Ability to give and follow verbal and written instructions with attention to detail and accuracy
  • Must have visual acuity near and far (20 inches to 20 feet), depth perception, field of vision, ability to focus on an object, ability to identify and distinguish colors
  • Ability to sit or stand for extended periods of time (minimum periods of one (1) hour at a time)
  • Ability to frequently walk, bend, squat, stoop, kneel, twist, crouch, and climb with the use of a step stool
  • Ability to grasp, hold and pick up and reach with hands and arms
  • Ability to frequently lift and or move up to fifteen (15) pounds
  • Ability to occasionally lift and carry up to thirty-five (35) pounds
  • Ability to coordinate multiple tasks simultaneously
  • Ability to travel to and from other health center sites and community locations

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

While performing the duties of this job, the employee is regularly exposed to general office and health center area environment with frequent interruptions by staff, visitors and phones. The work environment is a clean, well-lit, well-ventilated, and temperature controlled environment. The noise level in the work environment is usually moderate. The hours of duty are Monday through Friday during the business day. The employee must be willing to work varied hours to accommodate meetings and special functions.

Acknowledgment: This job description in no way states or implies that these are the only duties to be performed by the employee incumbent in this position. The Employee may be required to follow any other job-related instructions and to perform any other job-related duties requested. This document does not create an employment contract, implied or otherwise, other than an 'at-will' relationship.

Petaluma Health Center is an equal opportunity employer.

Please apply directly through our career page at www.phealthcenter.org.