Oregon Health & Science University

Supervisor, Volunteer Services

Job Locations US-OR-Portland
Requisition ID
2021-8419
Position Category
Administrative/Office Support
Position Type
Temporary Full-Time
Job Type
Unclassified Administrative
Department
Office of Visitors & Volunteers
Salary Range
Commensurate with qualifications and experience
FTE
1.00
Schedule
Monday- Sunday with variable work hours. This position will work in a busy, fast paced environment, in both indoor and outdoor settings, in all weather.
Hours
Variable Work Hours, inluding evenings weekeends and holidays.
HR Mission
Central Services
Drug Testable
No

Department Overview

Department overview and Position Summary:

This position manages the day-to-day operations for OHSU Visitors and Volunteers at OHSU Covid-19 Vaccination sites. Leads and executes the planning, development, integration, and maintenance of volunteer programs in accordance with the stated goals of specific service areas. Provides direction, coordination, and consultation for the achievement of departmental objectives and the effective utilization of volunteer resources in harmony with the institution’s goals, objectives, and mission.

Function/Duties of Position

***Multiple Positions Available***

 

Human Resource Management:

  • Provides recruitment and retention of OHSU visitors and volunteers.
  • Exercises direct supervision and/or oversight of visitors/volunteers in accordance with OHSU policies, procedures and labor laws.
  • Establishes, schedules, and provides orientation and training when applicable to visitors/volunteers prior to assignment to specific units, departments, clinics, or hosting sites.
  • Provides visitor/volunteer coaching, and counseling, as well as institutes progressive discipline, as needed.
  • Operates with a high degree of confidentiality, including the management of confidential documents.
  • Completes Letters of Verification and Letters of Recommendation, as well as other documents confirming visitor/volunteer experience and performance as provided from the requesting visitor/volunteer or other organization.
  • Anticipates the needs of the various programs and visitors/volunteers to ensure they are supported properly.
  • Operates with independent judgement.
  • Manages and monitors databases, records, and compliances
  • Participates in HR Investigations and Service Recovery cases concerning visitors/volunteers, including the needed coaching, counseling, or dismissal of visitors/volunteers based on investigation findings.
  • Manages the expectations and concerns of programs, stakeholders, and visitors/volunteers with excellent verbal and written communication.

Volunteer Training:

  • Provides initial and ongoing support for visitors/volunteers.
  • Coordinates and ensures appropriate education, mandatory OHSU trainings, Occupational Health medical clearance, and other mandatory compliances are completed by visitors/volunteers in accordance with OHSU Guidelines and regulatory agency requirements (e.g., DNV).
  • Develops and revises in-person and online training materials as necessary.

Fiscal Responsibilities:

  • Works to achieve or exceed budget expectations, and to provide explanation of possible target variances.
  • Identify, request, utilize, and explain all departmental resources (space, capital equipment, personnel, etc.) in a financially efficient and effective manner.
  • Maintains database of visitors/volunteer records including mandatory compliances, schedules, and service hours.
  • Prepares and provides reports to OHSU Visitors and Volunteers Manager and others as needed.

Volunteer Recognition and Retention:

  • Acknowledges visitor/volunteer efforts and provides support, encouragement, and ongoing communication through various mediums and media channels.
  • Schedules and coordinates all visitor/volunteer recognition and appreciation events in collaboration with other OHSU departments.

Community Outreach:

  • Responds to general inquiries including but not limited to: visitor and volunteer opportunities, referrals, and onboarding requirements.
  • Provides and facilitates special events as necessary, demonstrating courteous and professional customer service.
  • Develops and maintains effective relationships with a variety of community programs to support OHSU Healthcare, Research & Academic missions.
  • Continually supports general outreach efforts including, but not limited to, social media channel management, OHSU events, and internal communications.

Other duties as assigned

 

Required Qualifications

Education:

  • Bachelor's degree and 2 years of general office and secretarial experience, or combination of education and experience.

Experience:

  • Volunteer coordination, or related experience
  • Experience creating and delivering orientation programs
  • Recruitment experience: including screening, interviewing, and onboarding
  • Public speaking skills
  • Patient experience or customer service experience

Job Related Knowledge, Skills and Abilities (Competencies):

  • Database Management, exceptional organizational skills
  • Excellent Customer service skills, team player
  • Upbeat, positive, and friendly demeanor
  • Work collaboratively and inclusively at all levels of the organization
  • Demonstrate mature interpersonal skills and conflict resolution experience
  • Demonstrate superior judgment
  • Demonstrate computer competency and proficiency

Compliance:

  • Code of conduct
  • Respect in the workplace
  • Applicable policies, procedures and agreements related to position, department or OHSU as a whole
  • Must be able to perform the essential functions of the position with or without accommodation

Preferred Qualifications

Education:

  • Human Resource Experience  

Experience:

  • Community outreach experience
  • Event coordination
  • Volunteer Management

Job Related Knowledge, Skills and Abilities(Competencies):

  • Experience with Volgistics and Oracle
  • Proficiency with Microsoft Suite with particular Proficiency in Excel and Outlook

 

 

 

Additional Details

Working Conditions:

  • Monday-Sunday with variable work hours, including evenings weekends and holidays.  This position will work in a busy, fast paced environment, in both indoor and outdoor settings, in all weather.

Physical Demands & Equipment Usage:

  • 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.

All are welcome

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.


As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.

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