Coordinator-Retail and Volunteer Services

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Job description

Job Category:

Administrative & Clerical

Work Shift/Schedule:

Varies

Northeast Georgia Health System is rooted in a foundation of improving the health of our communities.

About the Role:

Job Summary

The Retail and Volunteer Services Coordinator is responsible for providing on-going coordination of the daily business operations of the Auxiliary gift shops, scheduling of Window Shop volunteers and assisting as needed with other Auxiliary projects including but not limited to the Auxiliary Teen Volunteer Program, Marketplace, Love Light effectively utilizing volunteers to ensure successful operations of the Volunteer Services Department and The Health System Auxiliary. Excellent customer service and attention to detail is required in all aspects of the position.

Minimum Job Qualifications

• Licensure or other certifications:

• Educational Requirements: High School Diploma.

• Minimum Experience: Minimum of three (3) years retail or related experience required with proficiency in Microsoft Suite.

• Other:

Preferred Job Qualifications

• Preferred Licensure or other certifications:

• Preferred Educational Requirements: Bachelors Degree in business or retail management.

• Preferred Experience:

• Other:

Job Specific and Unique Knowledge, Skills and Abilities

• Excellent human resources, customer service and retail management skills.

• Highly detailed and organized with proficiency in Word, Excel and PowerPoint.

• Excellent communication and organizational skills, conveying a positive and professional image and maintaining the highest level of ethical standards and confidentiality for NGHS, the Health System Auxiliary and the Volunteer Services Program.

• Must be able to demonstrate team work and flexibility.

• Excellent judgement and decision-making skills.

• Demonstrates flexibility and a willing attitude helping to create a pleasant team environment.

• Demonstrates a respect for all staff, volunteers, Auxiliary members and community friends of The Auxiliary.

Essential Tasks and Responsibilities

• Performs effective and efficient daily business operations of The NGHS Window Shop. Prepares the shops to open and close daily.

• Responsible for scheduling gift shop volunteers utilizing Volunteer Services data management program, Volgistics, to ensure efficiency on a monthly basis while monitoring shifts on a weekly and daily basis.

• Coordinates the timely processing and pricing of inventory to include receiving shipments from Materials Management, unpacking boxes of merchandise, obtaining invoices from vendors, entering invoices in TAM to generate barcodes, applying barcodes on inventory, and entering processed invoices in Financial Edge for payment, assuring that all shortages and damages in shipment received are reported to the vendor, credit obtained, and follow through with posting credit and updating inventory.

• Generate and review inventory analysis on an ongoing basis and maintain inventory control strategies including preventing possible theft situations within the gift shops and by ensuring the security of the stockrooms.

• In coordination with Retail Business Operations Manager and volunteer buyers, organize and replenish merchandise in the shops on an ongoing basis.

• Monitor daily census to identify patients who are volunteers, auxilians or community friends and coordinates patient gifts as requested by Volunteer Services and The Health System Foundation.

• Responsible for tracking plant and flower receipts, month end inventory reconciliation and submission of invoices.

• Responsible for ensuring all online orders are received, packaged, delivered and recorded into TAM.

• Responsible for ongoing monitoring of online store inventory levels, adding and deleting merchandise as needed.

• Participate in and/or provides coordination of activities for Auxiliary's annual Marketplace, Love Light projects, membership drive and other organizational projects. Creates display materials, appropriate price tags to support special promotions, sale events.

• Supports the outreach programs of NGHS by attending and participating in programs and special events by NGHS and The Health System Auxiliary.

• Staffs Window Shops as needed.

• Responsible for entering new vendor accounts and invoices into TAM and Financial Edge to ensure accurate accounts payable processes.

• Participates in year-end inventory counts of all gift shops.

• Responsible for providing assistance to Window Shop volunteers in resolving issues related to point of sale and technical difficulties to ensure gift shop operations are successful.

• Responsible for efficient and timely employment verification and implementation of new employee payroll deduction accounts within TAM, our retail management system used for point of sale transactions, inventory and account payables management.

• Ensures effective training and support of volunteers through clear and concise verbal and written communication

• Coordinates specific ordering and display of merchandise to support gift shop promotions and sale events, being continually aware of the profit margin, quality of merchandise and effective utilization of volunteer buyers following guidelines of the Auxiliary, NGHS and the accounting firm.

• Responsible for daily Window Shop deposits, ensuring adequate currency is maintained.

• Reports daily Window Shop sales on the Daily Sales Tracking Spreadsheet within Volunteer Services shared drive.

• Assist in the process of screening, interviewing, orienting and training new Window Shop volunteers.

• Coordinate oversight of gift shop volunteer service hours tracking within Volgistics for reporting and to be utilized as a reference for the department, ensuring that accurate reports are generated and reviewed to determine annual volunteer service awards.

• Demonstrates flexibility and a willing attitude helping to create a pleasant team environment. Demonstrates a respect for all staff, volunteers, Auxiliary members and community friends of The Auxiliary.

• Performs other duties as assigned to ensure the success of the Volunteer Services Department and The Health System Auxiliary.

• Responsible for ordering, receiving and stocking gift shop operational supplies.

• In coordination with Retail Business Operations Manager and volunteer buyers, organize and replenish merchandise in the shops on an ongoing basis.

• Provide support and direction to volunteer buyers being continually aware of inventory levels, profit margin and quality of merchandise while utilizing the guidelines of the Retail Business Operations Manager and The NGHS Auxiliary accounting firm.

• Assists with maintaining database of all Love Light donations and daily assistance to Love Light donation volunteers during the project to assure accurate deposits.

• Reviews daily patient census to monitor for volunteers, auxilians, community friends and coordinates patient gifts as determined appropriate on behalf of Administration, Auxiliary and Foundation.

• Assists with the coordination of the Auxiliary Teen Volunteer Program, including effective utilization of teen volunteers within the gift shop and as needed with additional activities including the teen volunteer orientation, appreciation event.

• Assists with coordination assigned Marketplace and Love Light duties to ensure the success of events

• Assists Manager in producing written materials and coordination of mailings for the department.

• Assumes responsibility of the daily operations in the absence of the Manager.

Physical Demands

• Weight Lifted: Up to 20lbs, Frequently 31-65%

• Weight Carried: Up to 20lbs, Frequently 31-65%

• Vision: Heavy, Frequently 31-65%

• Kneeling/Stooping/Bending: Frequently 31-65%

• Standing/Walking: Frequently 31-65%

• Pushing/Pulling: Frequently 31-65%

• Intensity of Work: Frequently 31-65%

• Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding, Driving

Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals.

NGHS: Opportunities start here.

Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.

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