Volunteer Coordinator

HICAP Volunteer Coordinator

       40 Hours

          JOB DESCRIPTION

The HICAP Volunteer Coordinator is designated by the HICAP Program Manager with the responsibility to recruit, train, recognize and maintain communication with HICAP volunteers per California Department of Aging (CDA) guidelines.  The Volunteer Coordinator receives program direction from, and reports program activities to the HICAP Program Manager in accordance with CDA guidelines.

Duties include, but are not limited to, the following:

Volunteer Recruitment

·        Develops and maintains a volunteer recruitment plan to maximize volunteer opportunities and expand the volunteer service area.

·        Screens potential volunteers to ensure there are no conflicts of interest.

·        Recommends volunteers for HICAP volunteer counselor training, in coordination with the Program Manager.

·        Tracks efficacy of volunteer recruitment activities and makes adjustments as necessary.

·        Works with other senior-related and volunteer organizations to increase volunteer base.

·        Supervises and assists HICAP volunteer recruitment activities.

Volunteer Training

·        Organizes new volunteer counselor training, in coordination with the Program Manager, including preparing volunteer counselor materials, training hour logs and volunteer counselor manuals.

·        Organizes volunteer counselor training meetings, in coordination with Program Manager, to provide up-to-date information on HICAP, Medicare and Medicare related issues.

·        Maintains the master list of HICAP volunteer counselor manuals and distributes additions and addendums, as necessary.

Volunteer Recognition

·        Recognizes and thanks HICAP volunteers throughout the year for their time and effort.

·        Organizes and conducts annual HICAP volunteer recognition events per HICAP program requirements.

Data Collection and Reporting

·        Ensures monthly and/or annual counseling activity data is properly input in the CDA HICAP database for review by the HICAP Program Manager and the Area Agency on Aging (AAA).

·        In coordination with the Program Manager, acts as an “administrator” for the CDA HICAP database, by coordinating the training of volunteer counselors on how to properly use this data collection and reporting system.

·        Reviews work performed by volunteer counselors using the CDA HICAP database and ensures accurate and complete records.

·        Ensures new volunteer counselors are added to the CDA HICAP database and authorizes usage with approval of the Program Manager.

·        Recommends to the Program Manager the de-activation of volunteer counselors when they leave the agency or no longer have a need to use the CDA HICAP database.

·        Notifies the Program Manager of any challenges or issues that may arise with the CDA HICAP database.

Counselor Registration

·        Responsible for recommending new volunteers for counselor registration to the Program Manager and ensuring individuals are not providing independent HICAP counseling until they obtain official “registered” status confirmation from CDA.

·        Accountable for entering volunteer counselor information in the CDA HICAP database under the Staff Information/Counselor Registration section.

·        Responsible for selecting, screening, and orienting potential volunteer counselors prior to providing a registration recommendation.

·        Assists the Program Manager in the development of volunteer assignments and role descriptions conforming to the primary goals of the HICAP.

·        Responsible for maintaining a record of each registered volunteer counselor’s attendance at training sessions and of each volunteer counselor’s hourly contribution to the Program and providing records to the Program Manager as needed, but not less than once per year.

·        Recommends registered volunteer counselors for advanced training, including LTC and general community education specialties.

·        Follows procedures for volunteer counselors exiting from the program, including, but not limited to, collecting identification cards and Counselor Handbooks and completing documentation in the CDA HICAP database.

Volunteer and Counseling Site Coordination and Management

·        With oversight from the Program Manager, maintains ongoing communication with volunteers.

·        With oversight from the Program Manager, may supervise and/or assist volunteers (on-site and by phone).

·        With oversight from the Program Manager, may review volunteer counseling intake reports/forms and evaluate volunteer counselors’ skills and knowledge level regarding HICAP and Medicare issues, and recommend additional training as needed.

·        With oversight from the Program Manager, provides feedback to volunteer counselors.

·        With oversight from the Program Manager, performs routine (not less than once per year) counseling site assessments to ensure adherence to site contract agreements. Develops and uses formal counseling site assessment tools.

·        With oversight from the Program Manager, maintains contact with site personnel.

·        With oversight from the Program Manager, develops new counseling sites as needed.

·        With oversight from the Program Manager, assigns volunteer counselor coverage and supplies promotional materials and counseling information to potential and contracted counseling sites.

·        With oversight and in coordination with the Program Manager, assures that data security procedures are established and maintained by volunteer counselors working at counseling sites.

Additional Job Requirements

·        Maintains ongoing contact with local senior service providers (in coordination with the Program Manager).

·        Presents volunteer recruitment workshops to appropriate organizations and senior providers. Identifies and targets new community groups and sites for education and/or volunteer recruitment presentations.

·        Provides monthly volunteer reports to Program Manager.

·        Performs other duties as required.

·        Two or more years’ experience in working directly with volunteers, seniors, people with disabilities, and community groups.

·        Knowledge of local communities and social services available in the Planning and Service Areas (PSA’s).

·        Experience in public speaking, strong verbal and written communication skills, telephone skills with advocacy efforts.

·        Certification a HICAP counselor

·        Ability to travel throughout the AAA's five county area.

Annual Benefits (Prorated based on FTE%)

·        80 hours Vacation Leave (available 1 year from hire date)

·        96 hours Sick Leave (accrued upon hire and available 90-days from hire date)

·        Health Insurance Coverage (employee only – available the month following hire date) through California Public Employees Retirement Systems (CalPERS). An opportunity to purchase additional coverage for your family is available at employee's

expense

·        Membership in California Public Employees Retirement System (PERS)

·        13 paid holidays

Following a six (6) - month probationary period, the HICAP Volunteer Coordinator will receive the following additional benefits:

·        $1,625.00 Annual Medical Wellness Benefit (prorated from hire date and based on FTE%)

Salary Range

$18.40/hour (Step 1) to $22.37/ hour (step 5)

□ Check box if health insurance benefit is declined.

Position is subject to a 6-month probationary period. Employee will be eligible for performance evaluation and a salary step increase following completion of probationary period.