Volunteer Services Specialist

Volunteer Services Specialist

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.

Position: Volunteer Services Specialist

Department: Volunteer Services

Schedule: Full Time

Essential Responsibilities/Duties:

• 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.

• Administrative functions- 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 Manager to oversee and review all requests for volunteers

• Other responsibilities:
• Works with the Volunteer Services Director to create, develop and recommend changes in program model; implements as needed.
• Perform other duties as assigned.

Job Requirements

Required Education and Experience:

• Bachelor's degree and 1-3 years of professional experience in a healthcare, education, or office setting, or equivalent combination of education and experience

Preferred Education and Experience:

• 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.

Certificates, Licenses, Registrations Required:

• N/A

Certificates, Licenses, Registrations Preferred:

• Certification in Volunteer Administration (CVA)

Knowledge, Skills & Abilities (KSAs):

• 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
• Vsys (Volunteer Management System) expertise
• Proficiency with Microsoft applications (Word, Excel, Access, and PowerPoint.

Compensation Range: $53,000.00- $77,000.00

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

Note: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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