Administrative Assistant - Volunteer Services

Description

The Administrative Assistant, Volunteer Services is responsible for providing administrative support to the Coordinator, Volunteer Services and supporting the administrative needs of the Volunteer Services department and the Gift Shop.

Responsibilities:

1. Receives, screens and assists visitors and callers promoting effective communications among teammates, volunteers, visitors and vendors.

2. Provides secretarial and administrative support for the Coordinator, Volunteer Services, performing departmental duties as assigned.

3. Serves as a resource to volunteers and teammates by maintaining a working knowledge of volunteer policies and procedures. Maintains effective working relationships and communications with volunteers, teammates, vendors and the general public. Checks on volunteers periodically by rounding. Keeps Coordinator informed of all activities and issues.

4. Creates, updates and distributes professional correspondence, reports, policies, handbooks, mailings and forms for the Volunteer Services Department and Gift Shop. Keeps records and files organized.

5. Assists the Coordinator, Volunteer Services with special events, projects and activities for volunteers and teammates. Coordinates annual volunteer luncheon and Christmas party.

6. Maintains staffing schedules and assignments for all volunteers. Distribute assignments to service areas. Collects and organizes volunteer scheduling and PTO requests. Arranges coverage for teammates and volunteer absences as needed. Responsible for covering Gift Shop during breaks or teammate absence.

7. Responsible for data entry of hours and data upkeep in volunteer database. Tracks and prepares reports on volunteer hours.

8. Coordinates administrative processes for volunteers. Responds to and processes applications, sets up interviews and collects reference forms. Collect immunization records. Prepares volunteer orientation packets and folders. Gives tours for all volunteers. Collects yearly volunteer evaluations from department managers. Assist with communication to all volunteers on compliance training and documents.

9. Orders retail items and supplies for the gift shop and volunteer services office from appropriate vendors. Orders volunteer uniforms. Records invoices and submits to accounting for payment. Conducts annual inventory.

10. Proficient in all aspects of the tasks performed by Volunteer Services and Gift Shop teammates.

11. Records daily totals from gift shop deposits.

12. Coordinates special projects, such as department events or sales with vendors. Schedule volunteers for special events when needed.

13. Proficient in all aspects of the tasks performed by and Gift Shop teammates.

14. All other duties assigned.

Other information:

Education

High school diploma or equivalent required. Secretarial business degree or related training preferred.

Licensure/ Certification

None

Experience

At least three years in an office setting required and one year of retail experience preferred.

Legal Employer: Wayne Health

Entity: Wayne UNC Health Care

Organization Unit: Volunteer Svcs

Work Type: Full Time

Standard Hours Per Week: 80.00

Work Assignment Type: Onsite

Work Schedule: Day Job

Location of Job: WAYNE MED

Exempt From Overtime: Exempt: No

Qualified applicants will be considered without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, status as a protected veteran or political affiliation.