Volunteer Services Coordinator

Description

Volunteer Services Coordinator

Position Summary:

Responsible for the administration and coordination of San José Clinic’s volunteer services program, including recruitment, onboarding, credentialing, training, engagement, retention, and compliance oversight for healthcare professionals, non-healthcare volunteers, and students. Coordinates the Clinic’s FTCA/HRSA deeming and related compliance processes and maintains required volunteer, credentialing, student placement, and regulatory documentation. Works closely with Human Resources, clinical leadership, department leaders, educational institutions, and external partners to ensure individuals are appropriately screened, credentialed, trained, approved, and prepared before beginning service with the Clinic.

DUTIES AND RESPONSIBILILTIES:

1. Works directly with department directors from all areas of the Clinic to determine their on-going volunteer needs

2. Actively recruits new volunteers; builds relationships, helps to retain, and manages all healthcare volunteers professionals, non-healthcare volunteers, students, externs and other ancillary volunteers to provide patient care and support services for operations, programs, fundraising events, and patient-related special events and projects

3. Coordinates and manages the Clinic’s Federal Tort Claims Act (FTCA) medical malpractice coverage and annual HRSA FTCA deeming and redeeming process, including preparation, collection, review, organization, and timely submission of required documentation. 

4. Maintains current FTCA/deeming records for eligible volunteer health professionals and works with Human Resources, Medical Leadership, Administration, and other departments to ensure required documentation is complete and current. 

5. Tracks applicable FTCA and HRSA deadlines, renewal requirements, attestations, credentialing documentation, and supporting records and communicates upcoming requirements to appropriate Clinic leadership. 

6. Coordinates credentialing and recredentialing of volunteer physicians, dentists, advanced practice providers, nurses, behavioral health professionals, and other licensed or certified volunteer healthcare professionals, including verification of licenses, certifications, professional liability information when applicable, and other required credentials. 

7. Coordinates onboarding and compliance requirements for students, interns, externs, clinical rotations, residents, and other learners placed at the Clinic through affiliated colleges, universities, professional schools, and training programs. 

8. Verifies required documentation from schools and sponsoring institutions before students or learners begin service, including affiliation or placement documentation, required screenings, immunizations or health clearances, background checks, drug screening documentation when required, and other Clinic compliance requirements. 

9. Coordinates with Human Resources, Medical Leadership, Information Technology, Compliance, and department leadership regarding appropriate access, identification badges, system credentials, supervision, and placement of volunteers and students. 

10. Conducts periodic audits of volunteer and student records to identify missing or expired documentation and coordinates corrective follow up before continued service when required. 

11. Coordinates required orientation and annual or periodic training for volunteers and students, including HIPAA, confidentiality, safety, infection prevention, emergency procedures, workplace conduct, and other Clinic required training. 

12. Partners with department leaders to assess volunteer staffing needs, develop appropriate volunteer assignments, and confirm that assignments have defined responsibilities, supervision, and operational justification. 

13. Monitors volunteer service, attendance, hours, assignments, and status and maintains accurate data for HRSA reporting, grant reporting, financial valuation of volunteer services, Clinic metrics, and other organizational reporting needs. 

14. Supports volunteer recruitment and retention initiatives and develops relationships with medical schools, nursing programs, dental schools, universities, professional associations, community organizations, and other potential sources of volunteers and students. 

15. Coordinates volunteer recognition, appreciation, engagement, and retention activities consistent with the Clinic’s mission and available resources. 

16. Identifies compliance, credentialing, or operational concerns involving volunteers or students and promptly escalates significant issues to the Chief Human Resources Officer and appropriate clinical or administrative leadership. 

17. Manages the volunteer application process, including interviewing applicants, monitoring the credentialing process, and coordinating all new volunteers

18. Responsible for ensuring accuracy and timeliness of volunteers’ hours-of-service, and prepares related weekly, monthly, and annual reports

19. Monitors changes to volunteer roles and provide volunteers with updated information and training

20. Represents the Clinic at various functions including professional organization/society event and meetings and volunteer recruiting events

21. Acts as the Clinic’s liaison to other external volunteer committees in the healthcare industry

22. Responsible for planning and hosting all internal and external volunteer appreciation activities

23. Maintains confidentiality of patient information/records at all times

24. Maintains established San José Clinic policies, procedures, objectives, quality assurance, safety, environmental and infection control

25. Performs other related duties/work as required

Requirements

Qualifications, Education and Experience:

· Bachelor’s degree from accredited college required

· Healthcare and volunteer management or supervisory experience, required

· Can demonstrate initiative and creativity planning and problem solving

· Can demonstrate excellent organizational skills, multi-tasking, and effective use of time

· Ability to handle and complete multiple tasks or projects with multiple, competing deadlines

· Ability to deal professionally, courteously and efficiently with public and all levels of the organization

· Must be proficient in Microsoft Office

· Effective verbal and written communication skills

· Can demonstrate effective customer relation skills, working with diverse populations, often in stressful, fast paced environments

· Bilingual in English/Spanish, preferred

Physical Requirements:

· Ability to sit, stand, bend and stoop for (long) periods of time

· Ability to exert up to 50 pounds of force occasionally/frequently

· Ability to respond to emergency/crisis situations

· Potential exposure to noise, blood, and/or body fluids