Administrative Coordinator/ Volunteer Coordinator

Job Overview

We are seeking a dynamic and organized Administrative Coordinator/Volunteer Coordinator to join our team! The Office Administrative Coordinator/Volunteer Coordinator is a key operational and compliance role at Pavilion Legacy Hospice and Palliative Care, responsible for ensuring the smooth daily functioning of the administrative office while also managing the hospice’s volunteer program in full compliance with federal and Virginia regulatory requirements.

This is a dual-function position. In the administrative capacity, this role supports the Administrator, clinical staff, and governing body through coordination of office operations, patient intake logistics, records management, regulatory documentation, and general administrative functions. In the volunteer coordinator capacity, this role serves as the designated hospice employee responsible for supervising, training, deploying, and tracking volunteers under 42 CFR §418.78, which establishes the hospice volunteer program as a formal Condition of Participation.

ESSENTIAL FUNCTIONS AND DUTIES

A. Office Administration and Operations

• Manages day-to-day operations of the Pavilion Legacy Hospice corporate office, serving as the first point of contact for incoming calls, visitors, referral sources, families, vendors, and community partners.
• Answers and routes incoming phone calls promptly and professionally; accurately takes and delivers messages; and escalates urgent clinical or family calls to the appropriate clinical staff or Administrator immediately.
• Manages office supplies, equipment, and facility needs, including ordering supplies, coordinating maintenance or repairs, and ensuring the office environment is organized, professional, and functional.
• Maintains office filing systems — both physical and electronic — for administrative, personnel, compliance, and operational records in accordance with Pavilion Legacy Hospice’s records management policy.
• Coordinates scheduling and logistics for Governing Body meetings, IDG meetings, staff meetings, and other organizational events, including preparation and distribution of agendas, meeting materials, and minutes as directed.
• Maintains and tracks the Governing Body meeting calendar, distributes meeting notices at least fourteen (14) days in advance, and supports the Secretary in distributing and filing meeting minutes.
• Provides administrative support to the Administrator, Director of Nursing, and clinical staff, including preparation of correspondence, reports, forms, and other documents as requested.
• Supports the billing and financial manager with administrative billing functions as directed, including patient intake paperwork, insurance verification coordination, and distribution of financial documents.
• Manages and tracks incoming and outgoing mail, faxes, and courier services.

B. Patient Intake and Admission Coordination

• Coordinates the administrative components of the patient intake and admission process
• Prepares and maintains admission packet materials, ensuring all forms are current and compliant with federal and Virginia requirements.
• Tracks patient census, admission dates, benefit period recertification dates, and discharge dates in coordination with the Director of Nursing and clinical staff.
• Facilitates timely Notice of Election (NOE) submission tracking in coordination with the Administrator.
• Coordinates scheduling of initial and follow-up clinical visits with the RN Case Manager, Social Worker, Chaplain, and Hospice Aide as directed by the Director of Nursing.

C. Medical Records and Compliance Documentation

• Maintains the hospice’s medical records system, including ensuring that records are safeguarded against loss or unauthorized access, are available to authorized personnel, and are retained for specified time frames.
• Coordinates the release of medical records in response to authorized requests, ensuring that all releases comply with HIPAA and Pavilion Legacy Hospice’s medical records release policy.
• Tracks and assists in maintaining compliance documentation files.
• Maintains a current staff licensure tracking log.
• Supports preparation for VDH OLC surveys, CMS surveys, and accreditation visits by organizing and retrieving requested documents and maintaining an orderly, audit-ready filing system at all times.

D. Volunteer Program Coordination — Designated Hospice Employee

This position is the formally designated hospice employee responsible for the supervision and administration of the Pavilion Legacy Hospice volunteer program.

D.1 Volunteer Recruitment and Retention

• Develops and implements a documented, ongoing volunteer recruitment plan that includes community outreach, partnerships with faith organizations, colleges, universities, and community groups, job postings, and other viable recruitment strategies.
• Maintains written documentation of all recruitment activities and efforts.
• Conducts initial interviews with prospective volunteers to assess suitability, motivation, and appropriate role placement.
• Coordinates required pre-placement screening for all volunteers.
• Develops and implements volunteer retention strategies including recognition programs, volunteer appreciation events, regular communication, and a positive volunteer culture.
• Maintains an active volunteer roster and tracks the status of each volunteer including contact information, assigned role, screening completion dates, training completion, and current activity level.

D.2 Volunteer Orientation and Training

• Develops, implements, and maintains a documented volunteer orientation and training program that is consistent with hospice industry standards.
• Maintains complete training records for each volunteer,
• Provides ongoing in-service training and updates to volunteers as needed,
• Maintains the calculation methodology and supporting documentation in a format that can be readily produced for CMS or VDH surveyors upon request.

D.3 Cost Savings Documentation

• Maintains documentation of the cost savings achieved through the use of volunteers.
• Uses the Independent Sector’s annually updated estimated national value of volunteer time (or an equivalent locally-sourced rate) to calculate estimated cost savings for administrative volunteer positions.
• Uses the applicable market wage rate for the relevant clinical or service role to calculate cost savings for direct patient care volunteer positions.
• Compiles and presents an annual volunteer cost savings report to the Administrator for inclusion in administrative records and QAPI documentation.

D.4 Volunteer Integration in Plan of Care and IDG .

• Attends or provides written reports to IDG meetings as needed to update the team on volunteer assignments, patient volunteer needs, and any volunteer-related patient or family concerns.
• Coordinates referrals from the RN Case Manager, Social Worker, or Chaplain when a patient or family would benefit from specific volunteer support such as companionship, respite, transportation, light housekeeping, or bereavement support.

ADDITIONAL ADMINISTRATIVE RESPONSIBILITIES

E. Regulatory and Licensure Compliance Support

• Maintains an organized, survey-ready administrative filing system at all times, ensuring that all documents required by VDH OLC, CMS, and HIPAA are current, accessible, and correctly stored.
• Assists the Administrator in preparing for and responding to VDH OLC initial licensure visits, triennial inspections, and CMS certification surveys by organizing, retrieving, and presenting required documentation.
• Tracks annual policy review dates and notifies the Administrator when policies are due for review.
• Assists with preparation and distribution of Governing Body meeting materials, including agendas, financial reports, QAPI summaries, and draft minutes as directed by the Administrator or Secretary.

F. HIPAA and Confidentiality

• Handles all patient, family, employee, and organizational information with strict confidentiality in compliance with HIPAA, Virginia privacy law, and Pavilion Legacy Hospice’s privacy and security policies.
• Ensures that all volunteers understand and comply with HIPAA and confidentiality requirements as part of orientation training, and maintains signed confidentiality acknowledgments for all volunteers on file.
• Reports any actual or suspected breach of patient privacy or security to the Administrator immediately.

G. QAPI Participation

• Contributes administrative and volunteer program data to the hospice’s QAPI program, including volunteer hour tracking, cost savings reports, volunteer satisfaction feedback, and any administrative process concerns.
• Participates in required in-service education, competency evaluations, and orientation training as directed by the Administrator.

Pay: $65,000.00 - $78,000.00 per year

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Work Location: Hybrid remote in Annandale, VA 22003