About the Role
Overview
All Together Pharmacy is a non-profit, charitable organization dedicated to providing essential pharmaceutical care to our underserved community. The HR Coordinator for Volunteer Services is a vital role, responsible for the successful coordination, recruitment, onboarding, and ongoing management of all volunteers who support our licensed pharmacy operations. This position ensures that all volunteers are aligned with our mission, properly trained, and fully compliant with healthcare regulations (including HIPAA) and organizational policies.
Key Responsibilities
I. Volunteer Program Management & Administration
Needs Assessment: Collaborate with the Pharmacy Manager and department leads to identify, document, and prioritize organizational needs for volunteer support.
Database Management: Maintain a secure and confidential electronic database of all active and inactive volunteers, meticulously tracking contact information, service hours, training completion, start/end dates, and performance records.
Scheduling & Coordination: Act as the central point of contact for volunteer scheduling, managing requests, resolving conflicts, and coordinating with supervisors to ensure adequate shift coverage across various roles.
II. Recruitment and Onboarding Compliance
Sourcing and Screening: Implement targeted recruitment strategies (e.g., colleges, community boards) and manage the initial application and screening process.
Required Documentation: Ensure the timely and complete collection of all mandatory documentation, including applications, confidentiality agreements, liability waivers, and role-specific agreements.
Background Checks & Vetting: Coordinate the timely completion and tracking of required criminal background checks and, where necessary, coordinate professional license verification for volunteers supporting specific functions.
Health Requirements: Ensure all volunteers meet the required health and safety standards, coordinating the collection of documentation for necessary immunizations (e.g., annual flu shots, COVID-19 vaccination) as mandated by pharmacy and public health guidelines.
III. Training and Regulatory Adherence
Initial Orientation: Conduct a comprehensive, mandatory initial orientation for all new volunteers, covering the history, mission, core values, and organizational structure of All Together Pharmacy.
Regulatory Policy Review: Directly administer and track the review and signed acknowledgment of critical policies, including HIPAA/Patient Confidentiality, workplace safety, professional conduct, and security protocols for working in a licensed pharmacy environment.
Training Handoff: Coordinate with supervising staff to schedule and track the completion of role-specific, on-the-job training following the HR orientation.
Credentials & Access: Manage the issuance and retrieval of volunteer ID badges, parking permits, and necessary system access credentials.
IV. Retention, Support, and Reporting
Recognition Program: Develop and execute a year-round volunteer recognition and appreciation program to boost morale and foster a highly engaged volunteer culture.
Conflict Resolution: Serve as the initial mediator for volunteer-related issues, grievances, or conflicts, ensuring fair and prompt resolution and escalating significant concerns to pharmacy leadership.
Performance Tracking: Coordinate with supervisors to collect periodic performance feedback and conduct exit interviews for departing volunteers to inform program improvements.
Reporting: Generate regular reports on volunteer hours, retention rates, and compliance status for the leadership team.
Qualifications
Required
Experience: Minimum of 2 years of experience in an HR, Volunteer Coordinator, or administrative role, preferably within a non-profit, healthcare, or highly regulated environment.
Skills: Exceptional organizational, communication, and interpersonal skills. High proficiency in using database software and Microsoft Office/Google Suite (Word/Docs, Excel/Sheets).
Attributes: Demonstrated commitment to customer service, confidentiality, and the mission of health equity. Must be detail-oriented and possess strong administrative abilities.
Preferred
Experience managing volunteer programs in a licensed healthcare setting (e.g., hospital, clinic, pharmacy).
Familiarity with HIPAA requirements and general HR compliance standards.
Requirements
Volunteer Recruitment and Documentation
Sourcing and Screening: Work with department leads to identify volunteer needs. Recruit volunteers through various channels, including community partnerships, online platforms, and local colleges.
Application Processing: Manage the volunteer application process, ensuring all required forms (e.g., application, confidentiality agreements, liability waivers) are properly completed and documented.
Background Checks: Coordinate and track the completion of criminal background checks and, where necessary for licensed activities, professional license verification, ensuring compliance with all regulatory standards for working in a healthcare or charitable setting.
Health and Safety Documentation: Ensure all volunteers complete required health and safety screenings or provide proof of necessary immunizations (e.g., flu shots, COVID-19 vaccinations) as mandated by pharmacy policy or public health guidelines.
II. Onboarding and Training Coordination
Initial Orientation: Conduct the initial HR and mission-focused volunteer orientation, covering the history, mission, and core values of All Together Pharmacy.
Policy Review: Present and obtain signed acknowledgement for key policies, including HIPAA/Patient Confidentiality, professional conduct, safety and emergency procedures, and zero-tolerance policies.
Role-Specific Training Hand-off: Coordinate with the Pharmacy Manager or designated supervisor to schedule and track role-specific training (e.g., pharmacy-floor etiquette, delivery coordination, administrative tasks) after the HR onboarding is complete.
ID Badge/Access: Manage the process for issuing volunteer ID badges, parking passes, and necessary system access credentials.
III. Administration and Compliance
Record Management: Maintain a secure and confidential database of all active and inactive volunteers, tracking hours, training completion, start/end dates, and performance notes.
Scheduling and Communication: Serve as the central point of contact for volunteer communication, managing scheduling conflicts and coordinating with supervisors to ensure adequate shift coverage.
Compliance Monitoring: Regularly audit volunteer files to ensure all documentation (e.g., background checks, annual policy refreshers) remains current and compliant.
Performance Feedback: Coordinate with supervisors to facilitate the delivery of performance feedback and conduct exit interviews for departing volunteers.
IV. Recognition and Retention
Volunteer Recognition Program: Develop and manage a program to recognize and reward volunteers for their service hours and dedication, fostering a positive and appreciative culture.
Engagement: Organize volunteer engagement activities, appreciation events, and internal communications (e.g., newsletters) to maintain morale and retention.
Conflict Resolution: Act as the first point of contact for volunteer-related issues or conflicts, mediating and escalating concerns to leadership as appropriate.
About the Company
All Together is a non-profit 501(c)(3) entity serving as a charity. Our mission is to assure all patients haveaccess to medication therapy to improve their health.