Volunteer Services Coordinator

Overview

Full time, benefited position working 80 hours every two week pay period. Days of work are Monday through Friday with hours of 8:00 am - 4:30 pm. Weekend work is rare.

JRMC is looking for a Volunteer Services and Event Coordinator to facilitate the activities and programs of volunteer staff at JRMC including Auxiliary, Foundation, and Gift Shoppe. This individual also supports the JRMC Auxiliary and Gift Shoppe activities that benefit the Foundation and help care for patients at JRMC. The ability to recruit, train and retain volunteers is crucial. Skill set includes retail merchandising, inventory management and a love for working with people. The position requires a self-starter who has strong communication, budgeting and problem solving skills with the ability to work independently to complete tasks and goals on time. Community participation and volunteerism to connect others with JRMC's mission is also encouraged and part of this roll.

This position requires a background check.

Responsibilities

CORE JOB FUNCTIONS

• Increases engagement of the community in supporting mission and work of JRMC and JRMC Foundation.
• Recruits, trains and stewards volunteers for patient care, administrative tasks, events, special programs, community engagement and Auxiliary.
• Oversight of volunteer events.
• Coordinates with the Auxiliary for Gift Shoppe operation and their events.
• Develops department budgets. Analyzes costs, develops programs to meet profit margins, budgetary constraints and growth goals.
• Participates in department meetings and volunteers for/participates in activities.
• Acts as a liaison between JRMC Auxiliary and JRMC.
• Acts as a liaison between JRMC and the community.

Volunteer Services:

• Recruits volunteers based on JRMC and Foundation needs defined by administration and department managers. Fills requests by matching needs with qualified volunteers.
• Seeks out volunteer opportunities with JRMC managers.
• Interviews and assigns interested volunteers according to qualifications, interests, availability and characteristics specific to the department's needs.
• Conducts formal orientation of new volunteers.
• Prepares manuals, handbooks, and guidelines for the volunteer program.
• Retains volunteers though a stewardship program.
• Rounds on volunteers to discuss the needs of the customers, the department or program, and the volunteers themselves. Reports results back to leadership for review.
• Evaluates effectiveness of the volunteer program by conducting an annual report.
• Creates programs and procedures to improve, modify and expand services.
• Maintains a record keeping system for all volunteers that tracks hours served and calendars for their service area with sign-up capability
• Ensures completion of required federal, state and other health care regulatory requirements.

Events

• Coordinates events to recruit, educate and cultivate volunteers, staff and supporters.
• Assists in the planning and execution of events which may include volunteer coordination, live and silent auctions, raffles, invitations, publicity, and post-event evaluation.
• Creates event registration and other web-based information promoting upcoming events, utilizing event software and website content management tools.
• Works with the Foundation Director in the coordination of volunteers for fundraising and community events.

Gift Shoppe:

• Overall responsibility, authority and accountability for successfully supervising the Gift Shoppe.
• Recruits and trains Gift Shoppe Chair or Co-Chairs to help manage operations, buying, inventory, volunteer recruitment and training.
• Review merchandise trends and shop needs to develop buying plans, movement of inventory and make a minimum of one trip annually to a major merchandise mart with Chair/s
• Maintains comparative buying to ensure competitive cost of merchandise while increasing Gift Shoppe revenue on an annual basis.
• Determines a pricing model that includes freight, overhead costs, and efficient markdowns while keeping a goal margin.
• Ensures that inventory levels are appropriate and that merchandise arrives on a timely basis.
• Designates duties and assignments of volunteers during their shift to ensure volunteer productivity and job satisfaction.
• Highly proficient with the inventory and POS systems to provide cashier training.
• Works closely with the Accounting Department and the Gift Shoppe Co-Chairs to ensure appropriate financial records, reports, and comparison studies are filed monthly with the Auxiliary and annually with Administration.
• Oversees the shift receipts and cash envelopes to be sure they are done according to policy by maintaining sales records
• Leads and directs year-end inventory.
• Maintain accurate and current vendor file; merchandise received with packing slips and submitting invoices for payment.
• Maintains an awareness of shoplifting potential and acts to prevent theft.
• Addresses any customer complaints or requests; ensuring exceptional customer services.

Auxiliary:

• Frequently attends general membership meetings as a non-voting member.
• Provides a quarterly board meeting report.
• Communicates JRMC policies, needs and procedures; ensures activities and behavior are consistence with JRMC policies and offer support and assistance to Auxiliary.
• Shares JRMC's strategic plan and organizational updates with Auxiliary Board.

Marketing

• Specific to events and programs; develops both internal and external communication including social media, website content development, news releases, brochures, volunteer newsletter, fund raising operation materials, mail solicitation pieces, etc.
• Coordinates with Marketing for distribution of marketing materials.
• Conducts interviews to develop stories for publications and annual appeals.
• Abides and supports JRMC Identity Standards and brand management.

In Addition to Major Tasks and Duties:

• Participates in the North Dakota Health Care Directors of Volunteer Services (NDHCDVS) organization and other relevant training.
• Has frequent contact with others (infants, pediatrics, adolescents, adults, and geriatrics); primarily with adults and people with special needs.
• Performs other related duties as assigned or requested by the Director of the Foundation.

Qualifications

Work requires a minimum of three to five years of experience coordinating volunteers and events. Bachelor's degree preferred, but not required. Customer service or retail sales or retail experience preferred. Experience with retail sales and database systems preferred. Must be proficient in Word and Excel.

Three to five years of working in recruiting, sales, marketing, fundraising or similar field which builds and maintains relationships. Education or training in a specialized body of knowledge related to the job. Must have excellent planning, organization, communication, and follow-up skills. Experience with newsletter writing, website updates, design and retail programs are a plus, but not required.