Volunteer Coordinator & Public Rel Spe

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Responsible for: (1) assisting the Director and patient family liaisons with all aspects of guest relations including emotional support, trouble-shooting for problems, and arranging for support services (2) serving as second in charge in the absence of the Director. (3) supporting Family House with coverage during call-offs or busy times (4) designing e-newsletters for the RFH (5) performing bookkeeping functions (ex: reconcile and make deposits) with oversight from Director. (6) coordinating dinners when dinner groups are not scheduled. (7) serving as the primary public relations contact for all internal and external advertising, marketing and public relations efforts for the RFH (8) all other duties as assigned.

To perform this job successfully, an individual must be able to perform multiple tasks at the same time and perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s degree in business, non-profit management or related field.

2. Valid driver’s license and ability to travel to off-site fundraising events is required

3. If Hired prior to 2/27/2020, Obtain certification in Basic Life Support by 7/31/2020 AND Naloxone training by 7/31/2020 -  unless deemed not possible as a result of the temporary closure of testing centers due to circumstances such as pandemic.

If Hired after 2/27/2020, Obtain certification in Basic Life Support within 30 days of hire date AND Obtain Naloxone training within three (3) months from hire date -  unless deemed not possible as a result of the temporary closure of testing centers due to circumstances such as pandemic.

EXPERIENCE:

1. Two years’ experience in event planning and strong customer service skills

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Public speaking experience

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

1. Serves as second in charge in the absence of the Director.  Assist the Director in maintaining outstanding guest communication including emotional support, trouble-shooting for problems, and arranging for support services.

2. Works with the patient family liaisons to provide guidance to volunteers and assign projects/activities.

3. Schedules, coordinates, prepares packets and attends all meetings of the RFH Board of Advisors.

4. Works with RFH Board to further its mission through social media, newsletters, other publications and special events.

5. Understands all aspects of the RFH front desk operation and can cover shifts (day or afternoon) when asked by the Director. (for vacations, call-offs, employee leaves, etc.)

6. Coordinates dinners when community dinner groups are not scheduled.  Coordinate catering orders when requested.

7. Processes all guest deposits and reconcile to the RFH database.  Make deposits at the cashier’s office.

8. Updates the informational screens in the RFH with timely information.

9. Works with the WVU Medicine accountant during internal audits.  Provide necessary financial reports and documents in a timely manner per their request.

10. Stays up to date on Kronos policies/procedures and process payroll entries for Director to approve.

11. Conducts tours for the RFH.

12. Designs e-newsletters for the RFH.   

13. Serves as a back-up for after-hour calls when Director is unavailable.  (ex:  director is on vacation or cannot be reached)

14. Assist in the recruitment and supervision of volunteers for events.

15. Represents the RFH at community events. (ex: Children's Hospital Kids Fair and Hospital picnic). Assist in the planning of event activities.

16.  Serves as the primary contact for all internal and external advertising, marketing and public relations efforts for the RFH.

17. Creates brochures for the RFH and/or oversee the design and development of materials with outside companies or WVU Medicine marketing.

PHYSICAL REQUIREMENTS: 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.

1. Employee must be able to lift a minimum of 15 pounds. Event coordination and implementation requires lifting of boxes and other supplies

WORKING ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Office Environment

2. Special events may be held in outdoor areas that are exposed to the elements.

3. Some travel is required.

SKILLS AND ABILITIES:

1. Candidate must possess ability to write clearly and succinctly

2. Candidate must possess an understanding of social media outlets, Microsoft Office programs, writing press releases, creating press packets, etc. and the RFH database.

3. Candidate must be able to remain calm and be helpful in stressful situations.

4. Candidate must possess time management skills.

5. Candidate must able to work in a fast paced environment and manage several activities/duties at the same time.

6. Candidate needs to possess skills to work with a variety of different personalities.

7. Candidate must be able to work independently.  

8. Candidate must be able to work hours that are outside of the 8-4:30pm (Monday-Friday) schedule when asked by the Director.

Additional Job Description:

Remove numbers 7 and 9 from the job duties. Add:

• Primary organizer and manager of RFH events.
• Recruiting, training and managing of meal volunteer groups.

Change job title to: Family House Volunteer Coordinator and Public Relations Specialist.

Scheduled Weekly Hours:

40

Shift:

Day (United States of America)

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

WVUH West Virginia University Hospitals

Cost Center:

870 WVUH Foundation Family House

Address:

1 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

 

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.