Administrative Coordinator III - job 1 of 3

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Part time

Scheduled Weekly Hours:

30

Department:

500060 Friends of SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$18.65 - $26.11

Responsibilities:

GENERAL SUMMARY
Under general direction and with latitude for independent judgment and within the framework of hospital policy, the Volunteer Program Assistant works directly with the Volunteer Program Manager in planning, interviewing, and placement of Friends of Strong volunteers. Has administrative responsibility for Friends of Strong volunteer program in the absence of the Senior Volunteer Specialist.

ESSENTIAL FUNCTIONS

• With input from the Senior Volunteer Specialist, coordinates and implements recruitment and placement efforts for the volunteer program which onboards about 400 new volunteers a year. 
• Conducts interviews with prospective volunteers and makes decisions regarding the best placement for the candidate within the institution.
• Coordinates and directs, organizes and facilitates the orientation process for volunteers, including orienting volunteers to policies and procedures and advising on matters of confidentiality (HIPAA) and Strong Commitment. Assures volunteers follow all Joint Commission and NYSDOH requirements.
• Assists volunteer program manager with managing the intricate details, planning and logistics directly related to major program peaks in the spring, summer and fall.
• This includes internal and external communications regarding program start and stop dates, requirements by group, timely follow up and processing of certifications, including health clearance.
• Engages in consistent and timely communication with key stakeholders during these high-volume processing peaks.
• Builds and maintains relationships within the organization and the community through education and collaboration.
• Ensures continuous growth of the volunteer program through staff engagement and support, assisting department managers in the creation and maintenance of PFCC volunteer positions throughout the organization.
• Demonstrates proficiency within the volunteer tracking software, VSys, as well as MyPath learning management system, Sign up Genius, and other software programs as necessary.
• Collaborates with members of volunteer team to ensure that all tracking and reporting is up to date and completed in a timely manner.
• Consistently works with VSys support, ISD, and the Friends of Strong staff to enhance the utilization of the software and increase department productivity.
• Oversees the coordination of approximately 130 ‘placed’ volunteers annually, facilitating scheduling of FOS and Employee Health appointments.
• Works with departments and volunteer staff to ensure timely processing of placed volunteers.
• Conducts follow up to ensure compliance of training and health which are part of our onboarding process requirements.
• Meet with ‘Placed’ volunteers with instructions on getting an ID and to go over clocking in and out their hours.
• Provides backup for the front desk secretary and the Family Waiting Room receptionist as needed.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• 2 years of relevant experience required.
• Minimum of 2 years’ experience working with volunteers and high-volume volunteer programs preferred, preferably in a medical center environment.
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent organizational skills and attention to detail required.
• Must be able to multi-task when necessary required.
• Requires scheduling flexibility during peaks. Required
• Ability to work collaboratively with a diverse group of staff and volunteers. Excellent customer service skills required.
• Excellent presentation and communication skills required.
• Proficiency in VSys volunteer program software preferred. 
• Moderate level of proficiency in Microsoft Office Suite required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.