It’s inspiring to work with a company where people truly BELIEVE in what they’re doing!

When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success!

The Volunteer Services Administrative Assistant is responsible for administrative tasks related to the processing of onboarding documents for volunteer applicants in support the mission and vision of Capital Caring Health. The Volunteer Services Administrative Assistant maintains the electronic volunteer files, conducting quarterly audits with the support of the Manager, Community and Volunteer Engagement. The Volunteer Services Administrative Assistant is responsible for implementation of clerical and data processes which support the ability to provide volunteer services to patients. The Volunteer Service Administrative Assistant work within the Community and Volunteer Engagement Team to interact, support and recognize our volunteers.

Essential Duties & Responsibilities - Within the philosophy, objectives and policies of Capital Caring, carries out the following essential functions:

Quality Provision of Services:

With the oversight of the Director of Community and Volunteer Engagement and the support of the Manager of Community and Volunteer Services, the Volunteers Services Administrative Assistant assumes collaboration, planning, and coordinating responsibility of the following functions to include the following:

Serves as a resource and advocate for the volunteer, patient, families, staff, and the community.

Assists in the coordination and administration of volunteer services such as Tuck-In Calls.

Maintains a comprehensive regional patient census of volunteer services.

Processes all documents needed for new volunteers onboarding at Capital Caring Health using programs such as Panda Doc, Certify, Sharepoint. Manages these documents in an electronic file for each volunteer.

Processes new documents needed annually such as health screening forms, annual requirements.

Provides quarterly audits of electronic volunteer files to ensure compliance of documents.

Schedules and completes related processing such as PPD, background checks, ordering name badge, obtaining references and other required documentation.

Collects and enters monthly volunteer time sheets and manages volunteer time from the electronic medical record, My Unity.

Contacts volunteers via phone and/or email when documents are needed and when providing weekly tuck in calls

Manages the Tuck In Call program by providing volunteers with patient data and then following with the clinical team on any needs.

Prepares and extracts information from volunteer documentation/files/tracking software for productivity review and percentage verifications.

Maintains volunteer files according to Capital Caring Health policy

Obtains missing and outdated information; maintains updated records.

Ensures that the volunteer is not scheduled until file is to policy.

Ensures all volunteer hours are entered into Volgistics

Participates in applicable community events to promote Capital Caring Health and assist with recruiting volunteers.

Maintains highest standards of confidentiality of patient and volunteer information in any review process, material, or issue.

Maintains strict confidentiality in release of patient information to external entities like hospitals, long term care facilities, state licensing boards, and other individuals in accordance with policy.

Collaboration within the Administrative Huddle to review processes, ensuring standardization across the enterprise. Provides suggestions for improvements/enhancements to the Huddle and the Director of Community and Volunteer Engagement Other duties as assigned.

Organization/Regulatory Compliance:

In collaboration with the DCVE and the Admin Huddle, works with other departments to assess volunteer training elements, handouts, and other information to aid in regional education. Maintains volunteer personnel records including demographic information, hours worked, mandatory education and health requirements, annual performance evaluations, etc.; monitors volunteer compliance of annual education and health requirements.

People/Communications:

Participates in annual volunteer recognition events and ongoing volunteer support events. Provides input to the DCVE and/or MCVE relating to the creation or revision of Capital Caring Health/departmental policies as they apply to volunteers.

Financial Stewardship:

Provides budget inputs to the MCVE to support volunteer recruiting, training, recognitions, and continuing education; manages annual volunteer budget to complete requirements within funds assigned.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

Supervisory Responsibilities:

N/A

Experience Requirements

The Volunteer Services Administrative Assistant must have at least two years of administrative experience. Strong clerical skills and ability to work within spreadsheets. Ability to learn computer programs such as certify, Panda Doc and others. Hospice and/or volunteer experience preferred.

Education Requirements:

The Volunteer Services Administrative Assistant must have at least a high school diploma.

Required Certificates and/or Licenses:

This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy.

Chapters Health System, Inc

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