Volunteer Services Coordinator
Description Volunteer Services Coordinator Position Summary: Responsible for the administration and coordination of San José Clinic’s volunteer services program, including recruitment, onboarding, credentialing, training, engagement, retention, and compliance oversight for healthcare professionals, non-healthcare volunteers, and students. Coordinates the Clinic’s FTCA/HRSA deeming and related compliance processes and maintains required volunteer, credentialing, student placement, and regulatory documentation.
Works closely with Human Resources, clinical leadership, department leaders, educational institutions, and external partners to ensure individuals are appropriately screened, credentialed, trained, approved, and prepared before beginning service with the Clinic. DUTIES AND RESPONSIBILILTIES: 1. Works directly with department directors from all areas of the Clinic to determine their on-going volunteer needs 2.
Actively recruits new volunteers; builds relationships, helps to retain, and manages all healthcare volunteers professionals, non-healthcare volunteers, students, externs and other ancillary volunteers to provide patient care and support services for operations, programs, fundraising events, and patient-related special events and projects 3. Coordinates and manages the Clinic’s Federal Tort Claims Act (FTCA) medical malpractice coverage and annual HRSA FTCA deeming and redeeming process, including preparation, collection, review, organization, and timely submission of required documentation.
4. Maintains current FTCA/deeming records for eligible volunteer health professionals and works with Human Resources, Medical Leadership, Administration, and other departments to ensure required documentation is complete and current. 5. Tracks applicable FTCA and HRSA deadlines, renewal requirements, attestations, credentialing documentation, and supporting records and communicates upcoming requirements to appropriate Clinic leadership.
6. Coordinates credentialing and recredentialing of volunteer physicians, dentists, advanced practice providers, nurses, behavioral health professionals, and other licensed or certified volunteer healthcare professionals, including verification of licenses, certifications, professional liability information when applicable, and other required credentials. 7. Coordinates onboarding and compliance requirements for students, interns, externs, clinical rotations, residents, and other learners placed at the Clinic through affiliated colleges, universities, professional schools, and training programs.
8. Verifies required documentation from schools and sponsoring institutions before students or learners begin service, including affiliation or placement documentation, required screenings, immunizations or health clearances, background checks, drug screening documentation when required, and other Clinic compliance requirements. 9. Coordinates with Human Resources, Medical Leadership, Information Technology, Compliance, and department leadership regarding appropriate access, identification badges, system credentials, supervision, and placement of volunteers and students.
10. Conducts periodic audits of volunteer and student records to identify missing or expired documentation and coordinates corrective follow up before continued service when required. 11. Coordinates required orientation and annual or periodic training for volunteers and students, including HIPAA, confidentiality, safety, infection prevention, emergency procedures, workplace conduct, and other Clinic required training.
12. Partners with department leaders to assess volunteer staffing needs, develop appropriate volunteer assignments, and confirm that assignments have defined responsibilities, supervision, and operational justification. 13. Monitors volunteer service, attendance, hours, assignments, and status and maintains accurate data for HRSA reporting, grant reporting, financial valuation of volunteer services, Clinic metrics, and othe