Department Secretary / Administrative Assistant - Volunteer Dept.

UnityPoint Health

Requisition ID
Administrative and Clerical
US-IA-Cedar Rapids
1026 A Ave NE
1010 UnityPoint Health CR St Lukes Hospital
Cedar Rapids
Volunteer Services
Scheduled Hours/Shift
Monday-Friday, Days
Work Type (Portal Searching)
Full Time Benefits


Description of Position:

Provide a “snapshot” or the principal purpose or focus of the position, consisting of no more than three to five sentences.  This summary should provide enough information to differentiate the major function and activities of the position from those of other positions.


The Department Secretary performs secretarial and clerical duties for the Volunteer Services Department and is responsible for the operation and organization of the office area. The Department Secretary is responsible for carrying out the philosophy and objectives established by the hospital and department.  Foremost among these responsibilities are strictly adhering to detail in the performance of procedures, solving practical problems, resolving conflict and implementing constructive change.

The Department Secretary is responsible for providing timely and effective secretarial and clerical services for the Volunteer Department and its customers.  The Department Secretary works cooperatively with the Volunteer Coordinators to identify duties or change of duties that would enhance the Volunteer Services Department operation.





Essential Functions/Responsibilities:

Essential functions are the duties and responsibilities that are essential to the position (not a task list).  Do not include if less than 5% of work time is spent on this duty.  Be specific without giving explicit instructions on how to perform the task.  Do not include duties that are to be performed in the future.  Duties should be action oriented and avoid vague or general statements. 

% of Time



Key Accountability 1 - Scheduling

1.    Responsible for creating all volunteer schedules, searching for subs to fill the schedules, documenting volunteer absences and disseminating the schedules to the departments in the hospital.  Will work closely with the Volunteer Coordinators to guarantee good communication between all entities.  Many departments in the hospital depend on volunteers to carry out their mission.  Clear communication to the departments about the days and times that volunteers will be in their areas and when they will be absent helps in the day to day planning for their areas. In some areas of the hospital volunteers are critical to their functioning.

a.    Check in with Volunteer Coordinators each day.

b.    Create volunteer schedules on a weekly basis.

c.     E-mail volunteer schedules to each department on a weekly basis.

d.    Create list of subs needed for each week.

e.    Call/email volunteers to schedule them into open shifts in each schedule. 

f.      Document absences in the schedule and in Volgistics as needed.

g.    Communicate with departments by phone and by e-mail any changes that may have occurred since the schedule was created.

h.    Communicate with Volunteer Staff issues that may need to be resolved by them.

2.    Prepares, schedules, and coordinates special projects for volunteers when accepted from other departments in the hospital.   This is done with the office volunteer receptionist on a daily basis and includes other volunteers that are scheduled to help with special projects and those that “drop in” to lend a hand for a short period of time.  This often includes educating department staff and requesting additional supplies.





Key Accountability 2 – Volunteer Support

1.    Process new volunteer applications and distribute to appropriate volunteer coordinator at least three times a week.

2.    Send interview scheduling (ScheduleOnce) emails to applicants.

3.    Send handwritten correspondence to volunteers for life events (i.e. kudos, deaths, graduations, special occasions, and illness).

4.    Works cooperatively with other departments requesting special project assistance and ensure they are completed within the time requested.

5.    Assists in the planning for volunteer recognition.

6.    Establish and maintain positive relationships with all volunteers and associates. 

7.    Greets all customers, including volunteers, Auxilians and other hospital personnel with a pleasant and professional manner and appearance.

8.    Responsible for utilizing effective strategies in coordinating volunteers, including but not limited to:

a.    On-going supervision, training and coaching of volunteers.

b.    If subs are needed and volunteer coordinator is unavailable or has not filled this spot, assist in finding subs and communicates to departments and coordinators as needed.

c.     Escort volunteers to assignments in absence of coordinator.

9.    Liaison for SHIIP/Advantage programs; assist clients when office is closed; troubleshoot equipment failure, process questions and needs of programs.





Key Accountability 3 – Administrative and Office Support

1.    Maintains inventory and orders supplies for projects that are done on an on-going basis.

2.    Prepares monthly statistical reports, including additional specific requests.

3.    Keeps meeting minutes from the department meetings for historical reference.

4.    Process invoices for payment.

5.    Demonstrates knowledge of computer programs used to manage the volunteer data base, make reports and other functions to support the recruitment and retention of volunteers.

6.    Ensures timely pickup, distribution and routing of all mail and communication.

7.    Create documents, cards, fliers, and other publications under the guidance of the department manager and arrange for printing.

8.    Assists in monitoring and updating department procedure manuals and volunteer opportunity descriptions.

9.    Establish user credentials with InquireHire and SING for coordinators.

10.  Responsible for entering time sheets and first approval step in payroll.





Key Accountability 4 – Special and Unique Benefits

·         Activity Ticket Sales:  Is the primary contact and resource for all discount activities tickets that are made available to hospital associates and volunteers.  This includes ordering tickets, preparing tickets and documentation for sale of tickets, processing payment for tickets, problem-solving and questions involving sale of tickets, communication of tickets available to associates and volunteers and follow-up with questions.





Basic UPH Performance Criteria         

·         Demonstrates the UnityPoint Health Values and Standards of Behaviors as well as adheres to policies and procedures and safety guidelines.

·         Demonstrates ability to meet business needs of department with regular, reliable attendance.

·         Employee maintains current licenses and/or certifications required for the position.

·         Practices and reflects knowledge of HIPAA, TJC, DNV, OSHA and other federal/state regulatory agencies guiding healthcare.

·         Completes all annual education and competency requirements within the calendar year.

·         Is knowledgeable of hospital and department compliance requirements for federally funded healthcare programs (e.g. Medicare and Medicaid) regarding fraud, waste and abuse.  Brings any questions or concerns regarding compliance to the immediate attention of hospital administrative staff.  Takes appropriate action on concerns reported by department staff related to compliance.





Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that required of the employee.  Other duties, responsibilities and activities may change or be assigned at any time with or without notice.


Demonstration of UPH Values and Standards of Behaviors

Consistently demonstrates UnityPoint Health’s values in the performance of job duties and responsibilities

Foster Unity:

·         Leverage the skills and abilities of each person to enable great teams.

·         Collaborate across departments, facilities, business units and regions.

·         Seek to understand and are open to diverse thoughts and perspectives.

Own The Moment: 


·         Connect with each person treating them with courtesy, compassion, empathy and respect

·         Enthusiastically engage in our work.

·         Accountable for our individual actions and our team performance.

·         Responsible for solving problems regardless of the origin.

Champion Excellence:

·         Commit to the best outcomes and highest quality.

·         Have a relentless focus on exceeding expectations.

·         Believe in sharing our results, learning from our mistakes and celebrating our successes.

Seize Opportunities:

·         Embrace and promote innovation and transformation.

·         Create partnerships that improve care delivery in our communities.

·         Have the courage to challenge the status quo.



Minimum Requirements

Identify items that are minimally required to perform the essential functions of this position.

Preferred or Specialized

Not required to perform the essential functions of the position.





High school graduate

Post-high school education preferred.







1.    Minimum two years’ experience in clerical setting.  Or a combination of comparable education and experience. 

1.    Background in scheduling. 





Valid driver’s license when driving any vehicle for work-related reasons.







1.    Must demonstrate an aptitude and interest in secretarial techniques. 

2.    Must possess excellent communication skills.

3.    Computer literacy in Microsoft Office with the ability to easily and quickly learn new programs and databases and teach volunteers.

a.    Microsoft Publisher

b.    In-Design

c.     Adobe

d.    Hypnos

e.    Kronos

4.    Basic accounting.

5.    Management of volunteer database.

6.    Set and meet deadlines.

7.    Ability to supervise, coach, and teach volunteers.

8.    Marketing and recruitment skills

9.    Extremely detailed oriented.

10.  Understand the demographics and differences, preferred communication and recognition needs and motivation of the current multigenerational workforce.

11.  Writes, reads, comprehends and speaks fluent English.


Working knowledge of Volgistics preferred.





Use of usual and customary equipment used to perform essential functions of the position.



Job ID: 76401

Posted 7 days ago

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