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The Volunteer Coordinator, reporting to the Volunteer Program Manager, is responsible for building, scheduling and supporting the volunteer workforce of approximately 150 Compassionate Companions (CCs) that sustains the mission of Hildegard House. The Volunteer Coordinator engages in regular volunteer scheduling, assists with planning and organizing volunteer orientation and training, ensures that all 84 volunteer shifts are filled every week, occasionally fills in for Compassionate Companion shifts, and supports the Volunteer Program Manager in all duties. The ideal candidate is highly organized, flexible, and comfortable balancing administrative work with occasional hands-on service.
RESPONSIBILITIES
Scheduling
- Oversee CC self-scheduling in Volgistics. Ensure that all of the 84 open spots are filled weekly by actively calling volunteers, and follow-up when needed to address empty shifts.
- Maintain an effective system for back up CCs to fill shifts on an emergency basis
- Coordinate volunteers for cooking, cleaning, meal delivery, and gardening
- Coordinate community volunteers including massage therapists, music therapists, etc.
- Post weekly volunteer hours in Volgistics to document all volunteer hours (including event volunteers, board hours, etc.)
Volunteer Support
- Communicate with volunteers and staff about resident updates, and shift coverage needs. (via phone and emails)
- Respond to last-minute scheduling needs, including volunteer illness or volunteer family emergencies.
- Occasionally fill in for shifts when no volunteers are available.
- Routine administrative tasks such as printing, collating, and record keeping
- Collaborate closely with Volunteer Program Manager, who also participates in on-call coverage and provides direct support for complex scheduling situations.
- Assist Volunteer Program Manager with volunteer recruitment, onboarding, training, documentation, and volunteer record keeping.
- Support a culture of gratitude, teamwork, and compassionate service.
Other duties as requested
SCHEDULE
- 20-30 hours/week; Compassionate Companions shifts are 7am-12pm, 12-5pm, and 5-10pm
- Some weekend work may be required
- Some “on call” evenings or weekends may be required (shared responsibility with Manager); “on-call” can mean either responding to calls or text messages from CCs, or filling in for a shift
QUALIFICATIONS
- Knowledge of Microsoft Office tools
- Strong written and verbal communication skills
- High degree of discretion and emphasis on confidentiality
- High degree of organizational and time management skills
- Collaborative work approach
- Working knowledge of Volgistics preferred, or other scheduling software
- Experience in healthcare, deathcare, administrative support, or volunteer coordination preferred but not required
- Experience working or volunteering in a care-giving or community service setting is preferred but not required
OTHER REQUIREMENTS
Ability to lift up to 50 pounds on occasion
Ability to navigate stairs
Reliable transportation Cell phone / smart phone
JOB STATUS: Part-time, some weekend work required, non-exempt (hourly)
REPORTS TO: Volunteer Program Manager
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