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Assistant House Manager and Volunteer Coordinator

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Published 26 days ago

The Assistant House Manager works closely with the House Manager to ensure Family Services and Volunteer Coordination/Management are delivered to the highest degree at the Ronald McDonald House of Boston Harbor. Family/Guest services encompass taking care of the House guests throughout their stay at the Ronald McDonald House; providing excellent customer service is essential for this responsibility. These responsibilities will be primarily performed Monday through Friday. The Assistant House Manager is the primary staff member responsible for volunteer coordination/management.

PRINCIPAL DUTIES AND RESPONSIBILITIES: 

Family/Guest Services 

• Serve as two points of contact for all families/guests staying at the Ronald McDonald House, assist guests with various requests and needs in a supportive and friendly manner throughout the guests’ entire stay.  

• Make every effort to accommodate special requests (events tickets, cribs, etc.).

• Maintain inventory of apartment supplies, pantry, and other items available to guest families.

• Communicate House activities with guest families throughout families stay.

• Encourage families to share stories, photos, write thank you notes, and complete reviews and surveys.

• Update and distribute weekly newsletters with upcoming House events, activities and local attractions available for current and alumni families. 

• Take referrals and prioritize the referral and wait lists in conjunction with the House Manager. Assist with providing families on wait list alternative housing options where possible.

• Maintain schedule for guest units, update calendars, whiteboards and family information in Exceed database.

• Coordinate with guest families prior to check-in. Ensure all required documents are signed prior to check-in, and capture families’ dietary information. Assist the House Manager in processing referrals from medical providers.

• Review and evaluate length of stay requests. Provide notice to guest families prior to check-out and assist with options when possible.

• Maintain official records, and assist the House Manager with compliance of federal, state, and local regulations, such as the Emergency Fire Safety plan of the House and data points required to respond in a timely manner to RMH Global. 

• Inspect, clean and organize guest rooms and areas throughout the House and work closely with the housekeeper to ensure a proper and professional House appearance. In coordination with the House Manager, ensure contracted services for housekeeping.

• Maintain a Daily Communication Log to document significant happenings during the shift and ensure following shifts are well-informed of the day’s events.  

• Participate in on-call rotation in the evenings, weekends, and holidays.

Volunteer Recruitment, Management and Support 

• Assume primary responsibility for recruiting, training, scheduling, recognizing, and supervising volunteers.

• Develop, implement, and maintain a volunteer recruitment, retention, and recognition plan. Develop volunteer training materials. Provide orientation and ongoing training and skill development of volunteers to address program needs as they arise. 

• Schedule formal retraining sessions for active volunteers.

• Responsible for maintaining volunteer records and scheduling through the online Homebase system. Report statistics regarding volunteer hours, retention and services provided on a monthly and annual basis. 

• Responsible for monitoring the Volunteer E-Mail and applications in a timely manner. 

• Responsible for maintaining all hard copy volunteer files and conducting CORI checks.

• Recruit and coordinate student interns/work study program.

• Coordinate and schedule Meals with Love, and other volunteer program activities, ensuring that volunteers are properly informed of guidelines and thanked for their participation. 

• Work with partner organizations, schools, and other groups to coordinate service projects/opportunities to support the needs of the Ronald McDonald House of Boston Harbor.

• Strengthen/maintain a network of non-profit partners. 

Communication 

• Coordinate/host in person and virtual recruitment events to educate prospective volunteers about different opportunities to volunteer, as well as professional development topics.

• Draft and distribute a regular volunteer newsletter and other communications.

• Represent the Ronald McDonald House at informational events with partner organizations and stakeholders in conjunction with other House staff.

• Work closely with Development/Communications team to share volunteer/donor stories on social media.  

Donations Management – All Staff

• Maintain House supplies, work closely with House Manager to secure in-kind donations.

• Coordinate and manage in-kind donations of all sizes. 

• Maintain records of in-kind donations and ensure all donors receive donation receipts and acknowledgements.

• Update Amazon Wish List regularly to reflect current House needs.  

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:  

• A passion for and commitment to helping pediatric patients and their families in a housing program environment. 

• Bachelor’s degree required, graduate degree preferred.  

• Three years of experience related to housing programs, higher education/residential life programs or rehabilitation housing services, or nonprofit management focused on the delivery of programs and services. Knowledge of Family-Centered Care programs and services preferred.

• Ability to work independently to coordinate/manage multiple projects under sometimes stressful circumstances with the ability to handle sensitive and confidential situations.

• A commitment to an inclusive, diverse and compassionate environment. 

• Ability to work cooperatively in a small staff-team structure, thriving in a change-minded environment.

• Proficient computer skills including familiarity with Microsoft Office products.

• A valid driver’s license.

• All employees of RMHCNE are required to be fully vaccinated for COVID-19, including all boosters recommended by the CDC on day 1 of employment. Being fully vaccinated is defined as two weeks/14 days post the second shot of the Pfizer or Moderna vaccine or after the single dose of the Johnson and Johnson vaccine. All applicable boosters recommended by the CDC are required.

REPORTING AND WORKING CONDITIONS:

The Ronald McDonald House Charities of New England Assistant House Manager and Volunteer Coordinator is a full-time, exempt/salaried and benefited position. This position reports to the House Manager & Director of Family-Centered Care and is based in the Boston Harbor/Charlestown, MA location. 

The Assistant House Manager works closely with the House Manager to ensure Family Services and Volunteer Coordination/Management are delivered to the highest degree at the Ronald McDonald House of Boston Harbor. Family/Guest services…

Details at a Glance

  • Time Commitment
    clock icon
    Full Time Schedule
  • Start Date
    calendar icon
    August 1, 2022
  • Education
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    4-Year Degree Required
  • Experience Level
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    Intermediate

Benefits

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

401(k)

401(k) matching

Dental insurance

Health insurance

Paid time off

Vision insurance

Level of Language Proficiency

Must be able to speak, read and write the English language.

Must be able to speak, read and write the English language.

Location

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On-site
250 1st Ave, Boston, MA 02129, USA
#318

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