Office Administrator & Volunteer Coordinator

Position Summary

The Office Administrator & Volunteer Coordinator serves as the first point of contact for patients, families, volunteers, donors, and visitors while providing administrative support to the Executive Director, Development Coordinator, and hospice staff. This position is responsible for the daily operation of the office, coordination of volunteer services, office communications, and administrative support for organizational programs and special events. The role requires exceptional organizational skills, professionalism, compassion, and the ability to manage multiple priorities in a fast-paced nonprofit hospice environment.

Essential Duties & Resonsibilities

Office Administration

Serve as the primary receptionist by answering and directing incoming telephone calls and greeting visitors in a professional and compassionate manner.
Collect, sort, distribute, and prepare incoming and outgoing mail.
Manage hospice general email account.
Coordinate office meetings and prepare meeting spaces, and assist with scheduling.
Maintain office appearance, including kitchen upkeep, dishes, common areas, lawn furniture and routine office organization.
Empty office trash and maintain a clean, welcoming environment.
Monitor and maintain office, medical, and kitchen supplies; order supplies as needed.
Maintain copiers, printers, postage equipment, and other office equipment; coordinate service and repairs when necessary.
Manage office utilities, service providers, and vendor relationships.
Maintain office filing systems and organizational records.
Assist with preparation and distribution of the organizational newsletters and patient surveys.
Assist with preparing admission packets.
Prepare and mail sympathy cards, memorial acknowledgments, and other correspondence related to patient deaths.
Assist with internal staff communications and office announcements.

Executive & Development Support

Provide administrative support to the Executive Director.
Provide administrative support to the Development Coordinator.
Assist with donor mailings, fundraising projects, and special events.
Assist with planning, coordinating, and executing community events and fundraising activities.
Assist with meeting preparation, presentation materials, and general office projects.

Volunteer Coordination

Serve as the primary liaison for hospice volunteers.
Coordinate volunteer recruitment, inquiries, and onboarding.
Schedule and coordinate volunteer orientation and required training sessions.
Track volunteer training, certifications, and compliance requirements.
Assist with placement of volunteers based on organizational needs and volunteer interests.
Coordinate volunteer assignments in collaboration with clinical and administrative staff.
Maintain volunteer schedules and communication.
Recognize and support volunteers through appreciation activities and ongoing engagement.

Communications & Community Relations

Serve as a welcoming point of contact for patients, families, donors, volunteers, and community members.
Maintain professional and compassionate communication with all stakeholders.
Assist with preparation of newsletters, community announcements, and organizational correspondence.
Support outreach activities and community education events.

Communications & Community Relations

Support the organization's mission, values, and philosophy of hospice care.
Maintain confidentiality of patient, employee, volunteer, and donor information in accordance with organizational policies and HIPAA requirements.
Perform additional administrative duties and special projects as assigned.

Qualifications

Associate's degree in Business Administration, Office Administration, Communications, or a related field, or equivalent work experience.
Two or more years of administrative office experience, preferably in a healthcare or nonprofit setting.
Experience coordinating volunteers or community programs preferred.
Strong customer service and interpersonal skills.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to prioritize multiple responsibilities.
Proficiency with Microsoft Office Suite and standard office equipment.
Ability to maintain confidentiality and exercise sound judgment.
Ability to work independently and collaboratively with staff, volunteers, and community partners.

Preferred Qualifications

Experience in hospice, healthcare, or nonprofit organizations.
Experience coordinating volunteers.
Experience planning meetings or special events.

Physical Requirements

Ability to sit, stand, walk, bend, and lift up to 25 pounds.
Ability to operate standard office equipment.
Occasional evening or weekend work for meetings, volunteer trainings, or special events may be required.

Core Competencies

Compassion and empathy
Professionalism and integrity
Customer service excellence
Organization and attention to detail
Time management and prioritization
Communication and relationship building
Initiative and adaptability
Teamwork and collaboration

Pay & Benefits

This position is designed as a 32-hour-per-week role, with flexibility in scheduling based on organizational needs and candidate availability.

The salary range is $50,000–$55,000 annually, commensurate with experience,qualifications, and relevant nonprofit, healthcare, volunteer coordination, or administrative

experience.

Benefits include:

Medical insurance
SIMPLE IRA retirement plan
Paid Time Off (PTO)
Paid holidays

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Office Administrator & Volunteer Coordinator