Support Coordinator - Volunteers - PT - Day

Administrative Assistant

Position Status: Part time

Shift: First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week: 32

A Brief Overview: Performs administrative and clerical duties for Experience Division to ensure the continual functioning of the department. Assistant must have the ability to make independent decisions, multitask and works collaboratively with leaders to meet the needs of the department using a variety of skills and procedures.

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree Preferred

Experience Qualifications

• 2 years Experience working in administration or clerical support. Required
• 2 years Demonstrated work experience in independently coordinating activities and projects. Required

Skills and Abilities

• Ability to self-motivate, organize own work and juggle multiple priorities to produce accurate analyses. (Required proficiency)
• Proficient in computer applications, including Outlook, Word, Excel, PowerPoint, etc. (Required proficiency)
• Strong written and verbal communication (Required proficiency)
• Experience in public relations (Preferred proficiency)

What You Will Do

• Completes staff payroll information with accuracy and timeliness through API. Prepares payroll biweekly for manager approval.
• Process invoices into Workday from Guest Experience and Volunteer Experience.
• Track office supply inventory. Order items when needed within budgets assigned.
• Tracks mandatory information for Pet Therapy and areas requiring certification, such as mandatory ASL interpretation documentation, and any related invoices.
• Coordinate volunteer schedules and maintain scheduled absences. Communicate this information both internally and externally as needed.
• Coordinate special requests from departments in need of episodic volunteer resources and assistance. Provide regular feedback to team of the volunteer's experience.
• Maintain the Auxiliary membership directory and provides general support as requested for Executive Committee and Standing Committee chairs.
• Maintains data management of volunteer software program, reporting to include entering information, scanning all mandatory testing and onboarding information. Ensures database is accurate and reflects changes in volunteer assignments.
• Directs work assignment for volunteers assigned to perform clerical assignments within the department.
• Ensure that new volunteers are equipped with uniforms, ID badges, and required paperwork is signed by volunteers before first assignment.
• Goes through first day instructions with volunteers (clocking, meal tickets, etc.) and escorts to assigned areas to meet with department liaison for the first day when Volunteer Coordinator is not available.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail's Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility
• No Budget Responsibility

Physical Demands

• Balancing: Occasionally 1-3 Hours
• Carrying: Occasionally 1-3 Hours
• Climbing (Stairs): Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Frequently 3-5 Hours
• Feeling: Frequently 3-5 Hours
• Grasping (Fine Motor): Frequently 3-5 Hours
• Grasping (Gross Hand): Frequently 3-5 Hours
• Handling: Frequently 3-5 Hours
• Hearing: Continuously greater than 5 hours
• Kneeling: Rarely less than 1 hour
• Lifting: Occasionally 1-3 Hours up to 25 lbs
• Pulling: Occasionally 1-3 Hours up to 25 lbs
• Pushing: Occasionally 1-3 Hours up to 25 lbs
• Reaching (Forward): Rarely less than 1 hour up to 25 lbs
• Reaching (Overhead): Rarely less than 1 hour up to 25 lbs
• Repetitive Motions: Occasionally 1-3 Hours
• Sitting: Occasionally 1-3 Hours
• Standing: Occasionally 1-3 Hours
• Stooping: Rarely less than 1 hour
• Talking: Frequently 3-5 Hours
• Walking: Occasionally 1-3 Hours

Physical Demand Comments

The employee is occasionally required to walk within the health center and outlying locations (within 3 block area). Working Conditions

• Infectious Diseases: Rarely less than 1 hour
• Noise/Sounds: Occasionally 1-3 Hours
• Other Atmospheric Conditions: Rarely less than 1 hour

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment.

Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.