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University of Rochester Volunteer Program Assistant - 230539 in Rochester, New York

Volunteer Program Assistant Job ID 230539

Location Strong Memorial Hospital Full/Part Time Part-Time Favorite Job Regular/Temporary Regular Opening

Part Time 32 hours Grade 009 Friends of SMH


8 AM - 2 PM


Position Summary

Under general direction and with latitude for independent judgment and within the framework of hospital policy, the Volunteer Program Assistant works directly with the Volunteer Program Manager in planning, interviewing, and placement of Friends of Strong volunteers . Has administrative responsibility for Friends of Strong volunteer program in the absence of the Volunteer Program Manager.


(25%) With input from the Volunteer Program Manager, coordinates and implements recruitment and placement efforts for the volunteer program: conducts interviews with prospective volunteers and makes decisions regarding the best placement for the candidate within the institution. Coordinates and directs, organizes and facilitates the orientation process for volunteers, including orienting volunteers to policies and procedures and advising on matters of confidentiality (HIPAA) and Strong Commitment. Assures volunteers are in compliance with The Joint Commission and NYSDOH requirements.

(25%) Assists volunteer program manager with managing the intricate details, planning and logistics directly related to major program peaks in the spring, summer and fall. This includes internal and external communications regarding program start and stop dates, requirements by group, timely follow up and processing of certifications, including health clearance. Engages in consistent and timely communication with key stakeholders during these high volume processing peaks.

(20%) Builds and maintains relationships within the organization and the community through education and collaboration. Ensures continuous growth of the volunteer program through staff engagement and support, assisting department managers in the creation and maintenance of PFCC volunteer positions throughout the organization.

(15%) Demonstrates proficiency within the volunteer tracking software, VSys, as well as MyPath learning management system, Sign up Genius, and other software programs as necessary. Collaborates with members of volunteer team to ensure that all tracking and reporting is up to date and completed in a timely manner. Consistently works with VSys support, ISD, and the Friends of Strong staff to enhance the utilization of the software and increase department productivity.

(10%) Oversees the coordination of ‘placed’ volunteers during peaks, facilitating scheduling of FOS and OEM appointments. Works with departments and volunteer staff to ensure timely processing of placed volunteers. Conducts follow up to ensure compliance of all requirements, include recording hours. Schedules and coordinates ‘blitz’ programs to process large groups of volunteers within a department.

(5%) Other duties as assigned.


  • 2 years of post-high school education in secretarial studies or the equivalent required. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation required.

  • Minimum of 2 years’ experience working with volunteers and high volume volunteer programs preferred, preferably in a medical center environment.

  • Excellent organizational skills and attention to detail. Must be able to multi-task when necessary. Requires scheduling flexibility during peaks.

  • Ability to work collaboratively with a diverse group of staff and volunteers. Excellent customer service skills required.

  • Excellent presentation and communication skills required.

  • Proficiency in VSys volunteer program software preferred.

  • Proficiency in Microsoft Office Suite preferred.

Supervision / Direction

This position reports to the Volunteer Program Manager, Friends of Strong

Note: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled