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ADAPTED_NOW

Services Coordinator

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. 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.

ACTIVE

Department Overview:<p style="margin:0px">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.</p>Function/Duties of Position:<p style="margin:0px"><strong>Visitor/Volunteer Support</strong></p><ul><li>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.</li><li>Monitors multiple generic departmental inboxes and phone line, and triages or responds to items.</li><li>Communicate frequently, round on volunteers at their assignment locations, facilitate coaching, feedback and guidance as directed by program leadership.</li><li>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.</li><li>Manages documents and ensures they are recorded and filed correctly. </li><li>Coordinates volunteer schedule change requests and escalates as necessary.</li><li>Rectify service hours for visitors/volunteers and provide service reports as requested.</li><li>Manages volunteer ID badge and uniform pick-up sessions. </li><li> 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. </li><li>Assists with maintaining the accuracy of volunteer records (e.g., updating volunteer status in the database, master schedule, and responding to resignation letters). </li><li>Conducts regular audits and/or surveys on volunteer duties as assigned by Manager. </li><li>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. </li><li>Assist with conflict resolution involving volunteers according to established procedures and organizational core values. </li><li>Assists with the process for volunteer resignations and dismissals, ensuring these actions are handled with professionalism and empathy. </li><li> Assist in the process of Identifying and highlighting meaningful volunteer experiences through features in volunteer spotlights and other recognition communications.</li></ul><p style="margin:0px"><strong>Administrative Support</strong></p><ul><li>Operates with a high degree of confidentiality, including the management of confidential documents and other sensitive information.</li><li>Monitors databases, records, and compliances.</li><li>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.</li><li>Coordinate and host quarterly Research and Academic information session. </li><li>Manages departmental supply inventory (e.g., ordering, storage, sales, and inventory counts).</li><li>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).</li><li>Reviews and approves visitor and volunteer application forms.</li><li>Maintain Visitor and Volunteer network access through Oracle and CARS.</li></ul><p style="margin:0px"><strong>Program Support</strong></p><ul><li>Assists with development and/or revisions with any in-person and online training materials as necessary.</li><li>Fulfills internal customers’ immediate requests including but not limited to arranging Animal Assisted Therapy visits, providing diversion materials, and special volunteer visits.</li><li>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.</li><li>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.</li><li>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. </li><li> Assists units/clinics/hosting departments understand the expectations and concerns of programs, stakeholders, and visitors/volunteers with excellent verbal and written communication. </li><li>Provides support of ongoing process and system improvement.</li></ul>Required Qualifications:<ul><li>Bachelor’s and 2 years of general office and secretarial experience, or combination of education and experience.</li><li>An equivalent combination of education/training and general office and secretarial experience</li></ul><p style="margin:0px"><strong>Job Related Knowledge, Skills and Abilities (Competencies):</strong></p><ul><li>Exhibits a friendly and outgoing demeanor </li><li>Demonstrates critical thinking and problem solving skills </li><li>Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing priorities, and changing deadlines </li><li>Proficient in MS Office Suite </li><li>Ability to work independently and follow through on assignments with minimal direction</li><li>Possesses excellent interpersonal, written and oral communication skills, including the ability to speak in large groups </li><li> Demonstrated experience in cultivating and fostering working relationships and partnerships internally and externally </li><li>Ability to work with multi-disciplinary teams</li></ul>Preferred Qualifications:<ul><li>Community outreach experience</li><li>Event planning and coordination experience </li><li> Volunteer coordination experience </li><li>Human Resource experience </li><li>Experience with Smartsheet’s software </li><li>Experience with Volgistics software</li></ul>Additional Details:<p style="margin:0px"><strong>Schedule:</strong> Monday-Friday from 8:00am-5:00pm with flexibility of working hours required, including evenings and weekends. </p><p style="margin:0px"> </p><p style="margin:0px">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.</p>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.

Oregon Health & Science University

Volunteer Services Coordinator

[AW]-iCims

OTHER

Volunteer Coordinator

Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Salary

HOUR

<div><div><p>Hours: 20 hours per week Tuesday - Saturday. Additional hours may be required around special event times.  <br/>Pay: $22.50-$25 per hour.  <br/>Location: 8538 SW Apple Way. Portland, OR 97225 </p></div><div><p>Founded in 2003, GiGi's Playhouse Inc.’s mission is to change the way the world views Down syndrome through national campaigns, educational programs, and by empowering individuals with Down syndrome, their families, and the community.  All programs are free and are therapeutic in nature. Each one of our programs is designed to work on specific skill development, including speech and language, literacy, socialization and fine and gross motor skills.  GiGi’s Playhouse currently has over 60 locations across North America and is growing by several locations annually. </p></div><div><p>Job Description: </p></div><div><p>GiGi’s Playhouse offers innovative programs for children and adults with Down syndrome, designed to develop confidence and the development of a broad variety of skills – educational, therapeutic and career development.   The Program Coordinator facilitates the implementation of all programs, and ensures they operate effectively.  This includes making sure they are properly staffed with skilled and trained volunteers and follow structured curriculums.  Interacting well with people at all levels of the organization is necessary - daily communication with staff, volunteers and participants with Down syndrome and their families will be needed in this role to be successful.  A flexible schedule is a must, as you may be needed to oversee or cover programs when needed, including some evenings and weekends. All staff members are the face of GiGi’s Playhouse and play an essential role representing GiGi’s to families, volunteers, donors and community members.  </p></div><div><p>Reports To: Board Vice President or Executive Director </p></div><div><p> Essential Job Functions: </p></div><div><ul style="list-style-type:disc"><li><p>Program Oversight and Continuous Improvement </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Ensure all programs at the Playhouse meet the stated objectives and branding messages delivered by the GiGi’s Playhouse national office </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Maintain a project log for ongoing improvement of current programs and activities to help inform better solutions </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Partner with National Program Director to leverage and continually improve centralized strategies and tools for program execution and volunteer management. </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Prepares lessons and materials including purchasing materials </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Volunteer Management </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Ensure all programs and activities are fully supported for the needs of the Playhouse, and meeting with them on a regular basis to keep up to date on needs and news </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Works with Volunteer Coordinator on new volunteers to ensure the Playhouse is continually supported for all programs and other Playhouse needs, leveraging community organizations, universities and other local resources </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Works with Volunteer Coordinator with orienting and training new volunteers </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Works with Volunteer Coordinator schedules volunteers to best accommodate curriculums </p></li></ul></div></div><div><div><ul style="list-style-type:circle"><li><p>Oversee volunteer Literacy Coordinator and Math Coordinator </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Coordinates Volunteer Recognition events with Volunteer Coordinator for all Playhouse Volunteers, a minimum of two times per year </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Hosts and leads volunteer orientation sessions, according to the GiGi’s Playhouse model, a minimum of once per month. Conducts proper follow ups, email, mail or phone. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Program Impact, Participation and Volunteer Hours </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Works with Site Manger on documenting and tracking volunteer activity and program participation, including reporting on trends </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Becomes an expert at Salesforce (relational database tool) to document and track volunteer activity and program participation, including reporting on trends </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Continually seek opportunities to track program impact and document it in Salesforce, while minimizing program interference and volunteer paperwork </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Fosters community relationships for the benefit of the programs </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Program Strategy and Planning </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>In partnership with Program Committee and Site Manager, define long term (6-12 months) program plan, including program sessions, themes, rolling out new programs, etc. </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Work with Playhouse families to understand additional demand for new program types, better program times, themes, etc. to ensure the Playhouse is meeting the needs of families while remaining consistent with the GiGi’s mission </p></li></ul></div><div><ul style="list-style-type:circle"><li><p>Builds an understanding of the purpose of each program </p></li></ul></div><div><p> Competencies  </p></div><div><ul style="list-style-type:disc"><li><p>Teamwork: Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Problem Solving: Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Written and oral communication: Ability to express ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Adaptability: Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Innovation: Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others' attention. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Planning/Organizing: Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans. </p></li></ul></div></div><div><div><ul style="list-style-type:disc"><li><p>Quality: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Customer Service:  Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Technical Skills:  Assesses own strengths and weaknesses; strives to continuously build knowledge and skills related to technical tools. </p></li></ul></div><div><p>Qualifications  </p></div><div><p>To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  </p></div><div><ul style="list-style-type:disc"><li><p>Education and/or Experience: Five years related experience and/or training; or equivalent combination of education and experience. Experience in K-12 education preferred. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Mathematical Skills: Ability to add, subtract, two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume and distance.  </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Computer Skills: Computer Skills: To perform this job successfully, an individual should have knowledge of Microsoft Office (Word, Excel, PowerPoint and Outlook) Proficiency in social media platforms: Instagram, Twitter, Linked In and Facebook. Ability to work proficiently in a database program (Salesforce) to manage interactions and transactions with all individuals who interface with this location, including donations, volunteer hours, program participation, etc. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Certificates, Licenses, Registrations: Not Applicable. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee is frequently required to walk; sit and reach with hands and arms.  The employee is occasionally required to stand; climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include ability to adjust focus. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate. </p></li></ul></div><div><p>GiGi’s Playhouse Core Values:  GiGi’s challenges all staff and volunteers to embody the following core values: </p></div><div><ul style="list-style-type:disc"><li><p>Enthusiasm: Bringing positive, high energy to our work. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Best of All: Always looking to improve in all that we do.  Challenge yourself every day. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Get It Done: Making things happen and blasting through barriers when needed; figure it out together. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Believe: Believe in ourselves, believe in our mission, believe we can achieve all that we set out to achieve. </p></li></ul></div><div><ul style="list-style-type:disc"><li><p>Locally Concerned, Enterprise Minded: To best serve our local communities, we share best practices and have the humility to leverage the collective learnings from across the GiGi’s network.</p></li></ul></div></div>

GiGi's Playhouse, Inc.

Program and Volunteer Coordinator - GiGi's Playhouse Portland

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Oregon Health & Science University

GiGi's Playhouse, Inc.