Volunteer Coordinator

Volunteer Coordinator

At Yolo Cares, volunteers are an essential part of how we support patients and families living with life-limiting illnesses. As Volunteer Coordinator, you will help ensure our volunteers are welcomed, trained, qualified, supported, and connected to meaningful opportunities to serve.

This is a highly organized, detail-oriented role for someone who enjoys coordinating people and processes, maintaining accurate records, solving problems, and making sure important details don't fall through the cracks.

The Volunteer Coordinator supports the Volunteer Department Manager with the day-to-day administration of Yolo Cares' volunteer program, including volunteer onboarding, credentialing, communications, scheduling support, recordkeeping, reporting, and compliance.

Key Responsibilities

• Manage the volunteer onboarding process from initial inquiry through activation.
• Respond to prospective volunteer inquiries and create volunteer accounts.
• Schedule volunteer interviews and coordinate onboarding activities.
• Collect and verify required volunteer documentation.
• Complete volunteer due diligence checks through Sterling and the Office of Inspector General (OIG).
• Support volunteers in completing required training.
• Coordinate logistics for two volunteer orientations each month.
• Maintain complete, accurate, and audit-ready volunteer files.
• Monitor the volunteer management system daily for upcoming credential and qualification expirations.
• Proactively follow up with volunteers by email and phone to obtain updated or renewed credentials.
• Manage applicable qualification waivers and route documentation to the Volunteer Department Manager for signature.
• Schedule volunteer performance reviews as required.
• Maintain accurate and current volunteer qualification and credentialing records.
• Assist with staff qualification and credentialing processes when requested by Human Resources.
• Follow up with volunteers to ensure volunteer notes and hours are entered accurately and on time.
• Ensure volunteer documentation is properly associated with each patient's record.
• Support preparation for and participation in Interdisciplinary Team (IDT) meetings.
• Coordinate logistics for volunteer support groups and continuing education opportunities.
• Maintain attendance and participation records for volunteer education and support activities.
• Schedule and coordinate volunteer events in support of the Volunteer Department Manager.
• Help volunteers troubleshoot routine technology issues related to logging notes and hours or updating their profiles.
• Respond to volunteer questions and provide timely follow-up on issues referred by the Volunteer Department Manager.
• Monitor volunteer activity and maintain volunteer retention and engagement records.
• Coordinate the transition of volunteers to inactive status when appropriate.
• Provide occasional administrative support to Human Resources and other departments as needed.
• Prepare and run required volunteer program reports, including:
• Monthly caregiver touches
• Volunteer notes and hours
• Caregiver educational touches
• Medicare 5% volunteer participation reporting
• Board reports
• Volunteer demographics reports
• Other reports requested by the Volunteer Department Manager
• Maintain accurate and reliable program data and records.
• Identify and correct data inconsistencies and follow up on missing information.
• Ensure documentation is complete, current, and readily available for audits and reporting.

Requirements

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• 1–2 years of experience in program coordination, volunteer coordination, administration, healthcare, nonprofit operations, or a related field.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple records, deadlines, credentials, and follow-up activities simultaneously.
• Strong database and electronic recordkeeping skills, with the ability to learn and navigate complex systems quickly.
• Strong technical aptitude and the ability to troubleshoot routine technology and data issues independently.
• Proficiency with Microsoft Office, particularly Excel, and experience working with program data.
• Excellent follow-through and the ability to proactively track outstanding items and ensure requirements are completed on time.
• Strong written and verbal communication skills, with the ability to communicate professionally, respectfully, and effectively with volunteers and staff.
• Ability to work independently, prioritize competing responsibilities, take…