Department Assistant - Volunteer Services

Job description

SUMMARY: Under general supervision, provides a variety of administrative and operational support Maintains accurate volunteer records and documentation, enters and tracks data, prepares recurring reports, coordinates volunteer communications and information sessions, and supports the daily operations of the Volunteer Services office and Food Pantry. Uses knowledge of departmental procedures, sound judgment, attention to detail, and strong customer service skills when assisting volunteers, applicants, staff, and community members. PRINCIPAL DUTIES AND RESPONSIBILITIES: Brown University Health employees are expected to embrace the organization’s mission and demonstrate the Ways to WOW in everyday interactions with patients, families, visitors, volunteers, colleagues, and the community. Is responsible for knowing and acting in accordance with the principles of the Brown University Health Corporate Compliance Program and Code of Conduct. Provides day-to-day administrative support for the Volunteer Services office and assists with recurring programs and special projects through completion. Enters, updates, and verifies volunteer information in the department’s volunteer management system and other approved databases, maintaining accurate and complete records. Creates and maintains volunteer electronic and paper files in accordance with department procedures, confidentiality requirements, and record-retention practices. Tracks required volunteer and non-employee documentation, including privacy forms, Office of Inspector General documentation, orientation requirements, and other compliance records; follows up on missing or incomplete items. Compiles volunteer activity information and prepares monthly, routine, and special reports. Reviews data for accuracy and organizes information in a clear and meaningful format. Monitors the Volunteer Services email inbox and telephone line, responds to routine questions, routes inquiries appropriately, and provides timely follow-up to volunteers, applicants, staff, and community members. Schedules and coordinates virtual or in-person volunteer information sessions, including seasonal sessions, invitations, attendance lists, materials, and follow-up communication. Prepares correspondence, forms, spreadsheets, presentations, and other departmental materials using Microsoft Office applications and approved systems. Reviews materials for grammar, accuracy, completeness, and appropriate formatting. Assists with volunteer onboarding and general office processes, including data entry, scanning, copying, filing, document distribution, appointment coordination, and preparation of identification or orientation materials as assigned. Maintains departmental calendars, meeting schedules, records, statistics, and resource materials. Coordinates meetings and prepares agendas, attendance records, or other materials as requested. Maintains office and program supplies, monitors inventory, and communicates purchasing or replenishment needs to the department manager. Provides administrative and operational assistance to the Food Pantry, including scheduling support, inventory or activity tracking, record maintenance, communications, and other assigned tasks. Maintains confidentiality of volunteer, employee, patient, and departmental information and handles sensitive documentation in accordance with organizational policy. Communicates and collaborates effectively with all levels of personnel and provides courteous, welcoming service consistent with the Ways to WOW. Provides general procedural guidance to volunteers and new team members regarding routine clerical processes and Volunteer Services office practices within the scope of the role. Performs other related duties as required. BASIC KNOWLEDGE: Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams, and the ability to learn volunteer management and other departmental systems. Accurate keyboarding, data-entry, filing, scanning, copying, telephone, and general office skills. Strong organizational skills and attention to detail, with the ability to maintain accurate records, track required documentation, and meet established deadlines. Effective written and verbal communication skills, including knowledge of grammar, punctuation, spelling, and professional correspondence. Ability to exercise sound judgment, establish priorities, manage routine responsibilities independently, and seek guidance when an issue is outside the scope of the role. Interpersonal and customer service skills necessary to work effectively with volunteers, applicants, staff, patients, families, visitors, and community members. Ability to maintain confidentiality and appropriately handle sensitive personal and organizational information. EXPERIENCE: High school graduate or equivalent. One year of experience in specializing in office administration, business procedures, computer applications, or a related field is preferred. WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS: Normal office environment . Requires standing, bending and sitting. Sufficient visual acuity and manual dexterity to use computer keyboard and other common office equipment. INDEPENDENT ACTION: Incumbent functions independently within broad scope of department policies and practices. Generally refers specific problems to the Director or Manager where clarification of departmental policies and procedures may be required. SUPERVISORY RESPONSIBILITY: None Pay Range: $18.13-$29.90 EEO Statement: Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment. Location: 164 Summit Ave - Baxt - N/A Providence, Rhode Island 02903 Work Type: as needed Work Shift: Day Daily Hours: Per Diem - As required Driving Required: No