This position supports the day-to-day administrative operations and program support for OHSU Visitors & Volunteers in the OHSU Healthcare, Research & Academics missions. Assist with the coordination, planning, development, integration, and maintenance of visitor and volunteer programs in accordance with the stated goals of specific service areas. Supports the administrative coordination for the achievement of departmental objectives in harmony with the institution's goals, objectives, and mission.

Visitor/Volunteer Support

• First point of contact for general inquiries by phone, email, in-person, or walk-in hours, including but not limited to: visitor and volunteer opportunities, referrals, and onboarding requirements.
• Monitors multiple generic departmental inboxes and phone line, and triages or responds to items.
• Communicate frequently, round on volunteers at their assignment locations, facilitate coaching, feedback and guidance as directed by program leadership.
• Provides information on schedules and assists with general onboarding items when applicable to visitors/volunteers prior to assignment in specific units, departments, clinics, or hosting sites.
• Manages documents and ensures they are recorded and filed correctly. 
• Coordinates volunteer schedule change requests and escalates as necessary.
• Rectify service hours for visitors/volunteers and provide service reports as requested.
• Manages volunteer ID badge and uniform pick-up sessions. 
• Provides initial and ongoing support for visitors/volunteers including but not limited to sending emails regarding orientations, interviews, trainings, and other ongoing education materials, as well as connecting volunteers with staff.
• Assists with maintaining the accuracy of volunteer records (e.g., updating volunteer status in the database, master schedule, and responding to resignation letters).
• Conducts regular audits and/or surveys on volunteer duties as assigned by Manager.
• Supports the completion of Letters of Verification and/or other documents confirming visitor/volunteer experience and performance as requested by visitor/volunteer and/or other organizations.
• Assist with conflict resolution involving volunteers according to established procedures and organizational core values.
• Assists with the process for volunteer resignations and dismissals, ensuring these actions are handled with professionalism and empathy. 
• Assist in the process of Identifying and highlighting meaningful volunteer experiences through features in volunteer spotlights and other recognition communications.

Administrative Support

• Operates with a high degree of confidentiality, including the management of confidential documents and other sensitive information.
• Monitors databases, records, and compliances.
• Participate in volunteer interviews, recruitment events, meetings, and Healthcare orientations. Provides additional support as needed, including taking notes, recording attendance, coordinate schedule changes, and assisting with event setup.
• Coordinate and host quarterly Research and Academic information session. 
• Manages departmental supply inventory (e.g., ordering, storage, sales, and inventory counts).
• Coordinates and ensures OHSU trainings, Occupational Health medical clearance, Background checks, and other mandatory compliances are completed by visitors/volunteers in accordance with OHSU guidelines and regulatory agency requirements (e.g., Risk Management, EHS, and DNV).
• Reviews and approves visitor and volunteer application forms.
• Maintain Visitor and Volunteer network access through Oracle and CARS.

Program Support

• Assists with development and/or revisions with any in-person and online training materials as necessary.
• Fulfills internal customers’ immediate requests including but not limited to arranging Animal Assisted Therapy visits, providing diversion materials, and special volunteer visits.
• Supports the recruitment and retention of OHSU visitors and volunteers including but not limited to attending tabling events, interdepartmental meetings, volunteer orientations, volunteer interviews, and other special events.
• Acknowledges visitor/volunteer efforts and continually supports general outreach efforts including but not limited to social media channel management, website, OHSU events, and internal communications.
• Coordinate and schedule visitor and volunteer special events, such as recognition and appreciation ceremonies, in collaboration with other departments, ensuring all interactions are courteous and professional. Develops and maintains effective relationships with a variety of community stakeholders to support OHSU Healthcare, Research & Academic missions. 
• Assists units/clinics/hosting departments understand the expectations and concerns of programs, stakeholders, and visitors/volunteers with excellent verbal and written communication.
• Provides support of ongoing process and system improvement.

• Bachelor’s and 2 years of general office and secretarial experience, or combination of education and experience.
• An equivalent combination of education/training and general office and secretarial experience

Job Related Knowledge, Skills and Abilities (Competencies):

• Exhibits a friendly and outgoing demeanor
• Demonstrates critical thinking and problem solving skills
• Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing priorities, and changing deadlines
• Proficient in MS Office Suite
• Ability to work independently and follow through on assignments with minimal direction
• Possesses excellent interpersonal, written and oral communication skills, including the ability to speak in large groups 
• Demonstrated experience in cultivating and fostering working relationships and partnerships internally and externally
• Ability to work with multi-disciplinary teams

• Community outreach experience
• Event planning and coordination experience 
• Volunteer coordination experience
• Human Resource experience
• Experience with Smartsheet’s software
• Experience with Volgistics software

Schedule: Monday-Friday from 8:00am-5:00pm with flexibility of working hours required, including evenings and weekends.

 

Must be able to work effectively in a busy office with frequent interruptions. Able to perform typical volunteer duties for demonstration and observation purposes. Position requires flexibility in working in person and remotely as needed. Requires travel throughout OHSU campus including other campuses and off-site locations as needed.

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.