Volunteer Services Admin Assistant (PT 32 Hrs/Wk)

Hospice Of Marion County Ocala , FL 34470

Posted 2 months ago

Work Days/Hours - Mon & Fri work 7 hrs/day; Tue-Wed-Thu work 6 hrs/day.

JOB SUMMARY:

Provide administrative, clerical and phone support to the Volunteer Services Department. Interact in a highly professional and friendly manner with volunteers, staff, and community members. Assist with volunteer database management, volunteer time and travel documentation, obtaining supplies, coordinating direct mailings, and working on special projects. Independent judgment is required to plan, prioritize, and organize diversified workload and recommend changes in office practices or procedures.

ESSENTIAL JOB RESPONSIBILITIES:

  • Establishes process for the creation of training materials required for the monthly volunteer training classes. This includes but is not limited to copying of training manuals, set up of copies in the notebooks and review of handout materials to assure that information is current.

  • Responsible for cost effective purchasing of supplies which includes but is not limited to office supplies, stationery supplies and toner.

  • Responsible for the placement, correspondence and follow-up with volunteers regarding non-patient related activities.

  • Send applications to prospective volunteers, schedule interviews, and enter applicant information into the volunteer database. May also be trained to conduct volunteer interviews.

  • Accurate and timely entry of Time & Travel Reports submitted by the volunteers and worksites for documentation of hours and miles for reporting purposes.

  • Compilation of data for reports required by internal and external customers.

  • Ongoing communication with volunteers in written, electronic, and oral form to provide support.

  • Scan, index, and check volunteer documents entered into the Alldocs electronic record system for volunteer records.

  • Assist with set up of orientation, volunteer badges, and other tasks for effective onboarding of new volunteers.

  • Check all voicemail daily and enter reservations for volunteers for meetings and luncheons in the volunteer database.

  • Cross-train to be able to assist with other department staff duties as needed, especially during absence of other department staff.

  • Oversee volunteers to assist with job responsibilities that can be effectively delegated such as time and travel entry, copying, preparing volunteer orientation books and other routine tasks.

  • Schedule and organize complex activities including meetings, mass mailings, community events and department activities for all members of the department, including volunteer recognition events throughout the year.

  • Create general correspondence, flyers, newsletters, spreadsheets, tables, etc. including letters to volunteers and potential sites for speaking engagements. Proofread copy for accuracy of information, spelling, grammar and layout making appropriate changes.

  • Provides and promotes superior customer service, exhibits excellent communication skills with patients, families, team members and professional community.

QUALIFICATION REQUIREMENTS:

  • High School Diploma or G.E.D. required. College level coursework in related discipline preferred.

  • Two (2) years administrative assistant experience required.

  • Must have a valid Florida Driver's License, maintain current auto insurance coverage and have access to a reliable automobile.

  • Ability to write routine reports and correspondence.

  • Ability to speak effectively with groups of customers, patients/families or employees.

  • Ability to solve practical problems and deal with a variety of situations with tact and discretion.

  • Demonstrated knowledge of the appropriate skills for communicating with individuals of all ages, ethnic backgrounds, and cultures.

  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Ability to operate a facsimile, copy machines, computers and other common office machines, with working knowledge of MS Word, Outlook, Excel and other software appropriate to positions.

  • Previous experience with volunteer interaction or supervision preferred.

PHYSICAL DEMANDS/WORK ENVIRONMENT:

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.

  • Ability to communicate effectively with customers and provide feedback.

  • Frequent use of hands and arms to reach, lift, carry and move objects.

  • The employee must occasionally lift and/or move up to 25 pounds.

  • Specific vision abilities required by this job include close vision, distance vision, and color vision.

  • Noise level in work environment is usually moderate.

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Volunteer Services Admin Assistant (PT 32 Hrs/Wk)

Hospice Of Marion County