Volunteer Services Coordinator

• Serve as a visible and enthusiastic ambassador for the Austin Hatcher Foundation for Pediatric Cancer, actively promoting its mission, programs, and impact.
• Advocate for families navigating the effects of pediatric cancer through compassionate community engagement.
• Collaborate across departments to ensure volunteer activities, events, and initiatives align with organizational values, priorities, and strategic goals.
• Foster a welcoming, professional, and mission-driven culture for all volunteers.

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Job Specific Responsibilities:

Volunteer Program Management‍

• Continue to develop, implement, and improve the Foundation’s organization-wide volunteer strategy to support clinical programs, clinical and development events, and community engagement initiatives.
• Coordinate volunteer groups including:
  
  • Teen Ambassador Program
  • Parent Volunteers
  • Corporate and Civic Group Volunteers
  • Individual and Community Volunteers
• Build and maintain strong relationships with volunteers to encourage continued involvement, engagement, and connection to the Foundation.
• Assess volunteer needs in partnership with Foundation departments and match qualified volunteers with appropriate opportunities.
• Develop systems and processes that support consistent and effective volunteer management across the organization.

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Recruitment & Onboarding

• Coordinate with Marketing to develop targeted recruitment strategies for volunteer roles and populations.
• Partner with the clinical team to identify volunteer needs for programs and clinical events, ensuring alignment with patient care and program goals.
• Partner with Development to identify volunteer needs for fundraising, community, and external-facing events
• Coordinate with Marketing to promote volunteer opportunities through social media, newsletters, the Foundation website, and other appropriate channels.
• Manage the volunteer application and onboarding process, including:
  
  • Volunteer applications
  • Orientation and training
  • Policy and procedure educationVolunteer handbook distribution and acknowledgment
  • Required confidentiality agreements, releases, and other documentation
• Collaborate with Human Resources to ensure required background checks and other screening requirements are completed before volunteer service begins.
• Ensure volunteers understand and adhere to appropriate boundaries, confidentiality requirements, safety protocols, and role limitations when interacting with patients and families.

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Teen Ambassador Program Oversight

• Lead the planning, coordination, execution, and evaluation of the Teen Ambassador Program.
• Coordinate the annual TAP recruitment, application, selection, and onboarding process.
• Develop and deliver monthly programming, training sessions, service opportunities, and leadership development activities.
• Partner with Family Services, Clinical Services, and Development to identify meaningful volunteer opportunities for Teen Ambassadors.
• Mentor and support Teen Ambassadors and student leaders and oversee related committees or subgroups.
• Encourage consistent participation, accountability, leadership, and connection to the Foundation’s mission.
• Partner with Development to guide Teen Ambassador fundraising initiatives and coordinate TAP-led fundraising events.
• Track participation, service hours, fundraising involvement, and other measures of program engagement and impact.

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Volunteer Engagement & Retention

• Create a volunteer experience that encourages volunteers to remain engaged, appreciated, and connected to the Foundation’s mission.
• Develop and execute volunteer recognition initiatives and events.Maintain regular communication with volunteers regarding Foundation updates, upcoming opportunities, organizational needs, and impact.
• Develop and distribute the Volunteer Insider newsletter on an established schedule.
• Gather volunteer feedback through surveys and other appropriate methods and use results to improve the volunteer experience.
• Track volunteer participation, service hours, retention, and impact metrics.

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Program & Event Coordination

• Work closely with Foundation staff to match volunteers with clinical programs, events, fundraising activities, and other organizational needs.
• Assist with planning and coordination of Foundation events for which volunteer support is needed.
• Develop volunteer staffing plans for major programs and events.Provide or ensure appropriate on-site volunteer orientation, coordination, and supervision during programs and events.
• Communicate expectations, schedules, responsibilities, and relevant event information to volunteers in a timely manner.

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Administration & Compliance

• Maintain accurate and up-to-date volunteer records, contact information, screening documentation, training records, and service hours.
• Maintain a comprehensive calendar of volunteer opportunities and commitments.
• Maintain volunteer information within the Foundation’s CRM and Bloomerang Volunteer platforms.
• Develop and maintain volunteer policies, procedures, training materials, orientation resources, and the Volunteer Handbook.
• Coordinate with Human Resources and program leadership to ensure required screening, confidentiality agreements, releases, training, and other documentation are completed prior to volunteer service.
• Ensure volunteer practices comply with applicable regulatory requirements, Foundation policies, safety standards, and confidentiality requirements.
• Provide regular reporting regarding volunteer participation, engagement, hours, needs, and impact.

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