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 institutions goals, objectives, and mission.
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.
Monitors multiple generic departmental inboxes and phone line, and triages or responds to items.
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.
Manages documents and ensure they are recorded and filed correctly.
Manages the volunteer schedule change requests and escalate as necessary.
Rectify service hours for visitors/volunteers and provide service reports as requested.
Manages volunteer ID badge and uniform pick-up sessions.
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.
Assists with maintaining the accuracy of volunteer records (e.g., updating volunteer status in the database, master schedule, and responding to resignation letters).
Conducts regular audits and/or surveys on volunteer duties as assigned by Manager.
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.
Operates with a high degree of confidentiality, including the management of confidential documents and other sensitive information.
Updates and maintains volunteer uniform ledger.
Monitors databases, records, and compliances.
Schedules departmental interviews, meetings and orientations, as well as provides support as necessary (e.g., take minutes, take attendance, schedule changes, and assist with set-up and clean-up).
Coordinates and ensures 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., Risk Management, EHS, and DNV).
Assists with development and/or revisions with any in-person and online training materials as necessary.
Fulfills internal customers immediate requests including but not limited to: arranging Animal Assisted Therapy visits, providing diversion materials, and special volunteer visits.
Supports the recruitment and retention of OHSU visitors and volunteers including but not limited to: attending tabling events, interdepartmental meetings, volunteer interviews, and other special events.
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.
Assists scheduling and coordinating all visitor/volunteer special events, including recognition and appreciation events, in collaboration with other OHSU departments while demonstrating courteous and professional service.
Develops and maintains effective relationships with a variety of community stakeholders to support OHSU Healthcare, Research & Academic missions.
Assists units/clinics/hosting sites understand the expectations and concerns of programs, stakeholders, and visitors/volunteers with excellent verbal and written communication.
Provides support of ongoing process and system improvement.
Bachelors degree or combination of education and experience
An equivalent combination of education/training and general office and secretarial experience
Job Related Knowledge, Skills and Abilities (Competencies):
Proficient in MS Office Suite, particulary with Outlook, Excel, and Power Point
Demonstrate computer and phone competency and proficiency
Exhibits a friendly and outgoing demeanor
Exceptional organizational skills
Excellent customer service skills
Demonstrates critical thinking and problem solving skills
Ability to manage and perform multiple tasks under conditions of fluctuating workloads, competing priorities, and changing deadlines
Ability to work independently and follow through on assignments with minimal direction
Possesses excellent interpersonal, written and oral communication skills, including the ability to speak to large groups
Demonstrated experience in cultivating and fostering working relationships and partnerships internally and externally
Ability to work with multi-disciplinary
Applicable trainings, policies, procedures and agreements related to position, department or OHSU as a whole
Job Related Knowledge, Skills and Abilities (Competencies):
Community outreach experience
Event planning and coordination experience
Volunteer coordination experience
Human Resource experience
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 firstname.lastname@example.org.
As the state's only health and research university, OHSU brings together patient care, research, education of the next generation of health care providers and scientists and community service to improve the health and well-being of all Oregonians.The university is a conduit for learning for more than 2,800 students, providing training to interns, residents and fellows in postgraduate medical and research. It is the only place in Oregon that grants doctoral degrees in medicine, dentistry and nursing. OHSU cares for more than 251,000 patients each year from around the region and takes a leadership role in contributing to solutions involving the health of the state and the nation, such as health care access and transparency, ethics and workforce shortage. Beyond providing critical health care services, quality education and cutting-edge research, OHSU also is a key economic and social force in the Northwest. With an annual operating budget of $2.06 billion and more than 14,000 employees, OHSU is Portland?s largest employer. Its size contributes to its ability to provide... many services and community support activities not found anywhere else in Oregon. For more information visit http://www.ohsu.edu/xd/about/index.cfm