Admin Assistant – Volunteer Services

JOB DESCRIPTION:
 
The Administrative Assistant provides overall administrative support to the Volunteer Services Department. The Administrative Assistant maintains responsive relationships with the day-to-day activities of the departmental staff, hospital staff who manage volunteers, all BCHO volunteers and members of the community interested in supporting the hospital through in-kind donations. Must be able to function in most cases independently with some supervision. Shall also serve in a part time capacity as Administrative Assistant to the Patient Experience and Regulatory programs. Very strong customer service skills are required.
 
Customer Service: 
Promotes and adheres to customer service philosophy and standards of UCSF Benioff Children’s Hospital Oakland by interacting and communicating with colleagues in a way that promotes a harmonious and cooperative working environment. Displays courteous behavior and maintains a cooperative working relationship with co-workers, hospital staff, medical staff and BCHO volunteers.
 
1.        Exhibits strong positive and professional demeanor at all times. As a member of the Patient Experience and Volunteer Team pays close attention to professional phone and e-mail etiquette
2.        Accepts personal responsibility and accountability for customer service excellence
3.        Participates in an environment in which customers feel respected and diversity is valued
4.        Communicates and listens effectively
5.        Exhibits a flexible and proactive approach to changes in the workplace
6.        Demonstrates an understanding of the organization’s values and mission statement
7.        Acknowledges the presence of customers and responds appropriately to their needs
8.        Properly applies technical knowledge and skills
9.        Takes initiative to ‘go the extra mile’ to meet the needs of the Department
10.     Serves as a team player, attends staff meeting, works collaboratively with co-workers, participates in open discussion and problem solving
11.     Abides by confidentiality policies outlined in hospital policy
 
Quality of Care, Service & Patient Safety:
 
1.        Assists in maintaining a culture that promotes high quality, performance improvement and patient safety
Volunteer Services:
o    Serves as Administrative Assistant to the Director, Volunteer Services and the Coordinator
o    Manages the maintenance of annual health records (TB tests and flu vaccines) for all volunteers
o    Serves as the point person to receive and manage the storage of in-kind donations on-site
o    Maintains office supplies; orders supplies as necessary within budget parameters
o    Opens/sorts mail, provides general phone support and email support, especially the volunteers@mail.cho.org inbox, on an ongoing basis
o    Maintains office supplies and supplies of BCHO family handbooks
o    Responds to questions as appropriate either via telephone, email or in person in a polite, professional and courteous manner
o    Produces training materials for volunteer training sessions
 
Patient Experience and Regulatory:
 
SKILLS:
 
·         Strong organizational and communication skills 
·         Ability to work on multiple projects in a well-coordinated and organized fashion 
·         Ability to be flexible as departmental, organizational or committee priorities and responsibilities potentially change.
·         Ability to serve as a team player within the Department and throughout the organization.
·         Ability to remain professional and calm within a busy work environment.
·         Capable of meeting the demands of an active position (schedule flexibility)
·         Personal Computer, Microsoft Office, Word Windows. (Testing for competency may be required).
·         Familiarity with Excel, Microsoft Office and PowerPoint. Ability to utilize Volgistics (online scheduling and data management system for Volunteer Services) and/or willing and ability to learn the system within the first 6 months of employment through attending educational course(s) or taking online seminars.
·         Strong professional and interpersonal skills 
·         Strong verbal and written communication skills
 
EDUCATION:
 
High school diploma required. Two years college course work preferred.
 
QUALIFICATIONS:
 
·         Five years’ experience in a healthcare environment, or an equivalent combination of education and experience in a professional office setting.

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