Operations Coordinator - Volunteer Services Job Listing at Montage Health in Monterey, CA (Job ID 283CB4CC6902F76A262090C145287733)

Description

Welcome to Montage Health's application process!

Job Description:

Position Summary

Under the direction of the Manager, the Operations Coordinator provides high-level administrative, operational, and project coordination support for Volunteer Services. This role ensures the efficient day-to-day operation of the volunteer program through the management of volunteer databases, records, compliance documentation, onboarding processes, scheduling systems, and program reporting. The Operations Coordinator delivers exceptional service to volunteers, staff, medical personnel, and organizational leadership while supporting volunteer engagement, retention, and program effectiveness.

The Operations Coordinator exercises strong judgment, professionalism, and discretion while managing complex workflows, coordinating cross‑departmental communication, and maintaining a deep understanding of Foundation goals, policies, and procedures. As the first point of contact for Volunteer Services, this position manages guest reception, phone support, volunteer inquiries, and operational logistics.

This role works closely with the Volunteer Coordinators to maintain accurate Volgistics data, support data integrity projects, and ensure seamless coordination between operations and advancement services.

KEY RESPONSIBILITIES

Volunteer Support & Engagement

• Respond to volunteer inquiries promptly and professionally, ensuring a positive and supportive volunteer experience.
• Coordinate volunteer orientations, training sessions, meetings, and recognition events, including scheduling, logistics, materials, communications, attendance tracking, and day-of support.
• Coordinate all scholarship administration for the Auxiliary and the Foundation
• Support volunteer engagement and retention initiatives, including recognition programs, appreciation activities, service milestone acknowledgments, and follow-up communications.
• Maintain inventory of volunteer resources, onboarding materials, uniforms, badges, recognition items, and program supplies.
• Maintain organizational charts, staff and volunteer directories, and internal reference documents.

Operations & Process Improvement

• Oversee daily office operations, including opening/closing procedures and ensuring shared spaces remain organized, clean, and fully stocked.
• Lead weekly operations meetings to review tasks, deadlines, event needs, office coverage, and cross‑departmental updates.
• Prepare and distribute the monthly Volunteer Eblast, including staff schedules, upcoming events, announcements, and operational updates.
• Identify workflow gaps and recommend process improvements to enhance efficiency and communication.
• Document and update internal procedures and operational guides.
• Monitor budgets for operational supplies, uniforms, event materials, and branded items in collaboration with Foundation leadership.
• Manage calendars for shared workspaces, volunteer events, and staff out‑of‑office schedules.
• Provide administrative support for mailings, packet assembly, document preparation, and departmental projects.
• Maintain organized digital systems, file structures, and data cleanup projects.
• Assist with volunteer events, donor engagement activities, and special projects as assigned.
• Coordinate maintenance, repairs, and troubleshooting for office equipment and facilities.
• Serve as the primary liaison with IT for ticket submission and minor troubleshooting.

Volgistics, Data Management and Compliance

(In collaboration with the Volunteer Coordinators)

• Maintain and administer the Volgistics volunteer management system, ensuring accurate volunteer profiles, schedules, service hours, and program records.
• Manage volunteer data and documentation, ensuring timely entry, accuracy, confidentiality, and compliance with organizational policies.
• Monitor and maintain volunteer compliance records, including onboarding requirements, training completion, background checks, health clearances, and other required documentation.
• Generate and analyze reports from Volgistics and other databases to support volunteer program operations, compliance monitoring, and strategic decision-making.
• Conduct regular audits of volunteer records to ensure data integrity, regulatory compliance, and adherence to organizational standards.
• Serve as a resource for volunteers and staff regarding volunteer management systems, records, scheduling, and compliance requirements.
• Coordinate volunteer onboarding processes, ensuring all required documentation and compliance requirements are completed prior to volunteer placement.
• Develop and maintain electronic and physical filing systems to support efficient record retention and retrieval.
• Collaborate with departments across the organization to ensure volunteer records, assignments, and compliance requirements are accurately tracked and maintained.
• Support continuous improvement initiatives related to volunteer data management, reporting processes, and volunteer services operations.

Finance Support

• Process and code invoices, demand checks, and new vendor requests.
• Track payments, reimbursements, and invoice status.
• Reconcile monthly credit card charges and maintain digital receipt records.
• Assist with budget monitoring and inventory‑related cost tracking.

Onboarding

(In collaboration with the Volunteer Coordinators)

• Maintain onboarding templates, process guides, and checklists in Volunteer Services shared digital system.

Experience
• Minimum of five years of administrative, operational, or program coordination experience, preferably in a nonprofit, healthcare, or volunteer services setting.
• Understanding of volunteer program operations, compliance requirements, and database management systems; experience with Volgistics preferred.
• Experience with data management, reporting, recordkeeping, and compliance documentation.
• Expert-level proficiency in Microsoft Office Suite, with advanced skills in Excel (reporting, data analysis, spreadsheets) and PowerPoint (professional presentations, graphics, and visual communications).
• Strong organizational skills with the ability to manage multiple priorities, coordinate complex processes, and meet deadlines.
• Excellent written, verbal, and interpersonal communication skills.
• High level of discretion and professionalism in handling confidential and sensitive information.
• Ability to work independently while collaborating effectively with cross-functional teams, volunteers, staff, and organizational leadership.

Education

Bachelor's degree preferred; equivalent combination of education and relevant experience may be considered.

Skills & Attributes

• Organized, dependable, and proactive.
• Strong writing, editing, and communication abilities.
• Exceptional attention to detail.
• Comfortable managing multiple tasks and shifting priorities.
• Positive, solutions‑oriented mindset with strong problem‑solving skills.
• Anticipatory and resourceful, with a commitment to continuous improvement.

Equal Opportunity Employer

Assigned Work Hours:

Monday - Friday 8:30am - 9:00pm

Evening and Weekends when necessary

Position Type:

Pay Range (based on years of applicable experience):

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