Scheduling & Volunteer Coordinator—West St. Paul

The Phoenix Residence has a current opening for a Scheduling and Volunteer Coordinator to coordinate the primary schedule of our Direct Support Professionals and to work with and develop relationships with our volunteers.

Make a difference in the lives of adults with disabilities! The Phoenix Residence provides person-centered, quality living experiences for individuals with disabilities. We provide services for 104 adults in 20 group homes throughout Dakota, Ramsey, and Washington counties.

The Phoenix Residence is now accepting applications for a full-time Scheduling and Volunteer Coordinator position at our main office in West St. Paul.

Job Description:

Position Purpose:

The Scheduling and Volunteer Coordinator (SVC) coordinates the hiring, training and scheduling of our Direct Support Professional team. The SVC is the primary contact for the Direct Support Professionals and Program Managers in addressing scheduling needs and making changes. The SVC also manages the Volunteer Program by developing contacts with potential volunteers, soliciting volunteer opportunities at our programs, and facilitating the needed coordination and training to make each opportunity successful.

Nature & Scope:

The SVC is responsible for coordinating the regular hiring, training, and scheduling of the DSP team. The SVC also participates in the development of programs and initiatives aimed at enhancing our applicant pool and the quality of new hires. The SVC is responsible for the development and maintenance of the Volunteer Program, with includes but is not limited to, the recruitment, training and assignment of volunteers as well as ongoing management as needed. The SVC is also responsible for the training, supervision, evaluation and management of the Direct Support Professional Float staff.

The SVC must be exceptional in their ability to demonstrate customer service and exemplify the values of The Phoenix Residence, Inc. The position requires the ability to develop community partnerships to maintain a substantial applicant pool and volunteer base. The position also requires the ability to communicate effectively with multiple parties, problem-solve scheduling issues to ensure effective staffing, and a willingness to continually enhance our processes and programs to operate at their peak efficiency. The SVC must be able to manage multiple tasks and prioritize needs.

The SVC will facilitate the centralized scheduling of employees in conjunction with the house managers. The SVC reports to the Vice President of Community services who reports to the President/CEO who reports to the Board of Directors. This is an exempt position.

Job Responsibilities:

  1. WORKFORCE MANAGEMENT –Continually assesses the staffing needs of the organization and identifies where additional resources are needed. Facilitates the ongoing hiring of our Direct Support Professional team to fill openings and maintains an effective reserve team.  Coordinates the support of the reserve team as openings are being filled. Maintains an understanding of the scheduling and staffing needs of each program. Upon hire, meets with new employees to develop a training plan and provides initial general training. Follows up on training plan to ensure all new employees are supported and adequately trained.
  2. MANAGEMENT OF THE FLOAT DSP TEAM- The SVC will facilitate the training, evaluation and supervision of the Float DSP team. The SVC will work closely with the Program Managers in assessing performance and will address any performance issues as they arise.
  3. CENTRALIZED SCHEDULING COORDINATION- The SVC shall work in conjunction with house managers to secure staffing for all sites by accessing scheduling software and employee database as required to assist with assuring adequate staffing of our residential homes.
  4. VOLUNTEER PROGRAM MANAGEMENT- Solicits potential volunteer opportunities at the programs and then recruits volunteers to meet those needs. Provides needed training and coordination to onboard new volunteers. Regularly checks in with current volunteers to assess any further needs for support. Develops and facilitates initiatives aimed at bolstering our volunteer opportunities.
  5. INTERNSHIP PROGRAM MANAGEMENT- Serves as the initial contact for individuals interested in completing an internship with the organization. Completes initial application process and matches individuals with the appropriate contacts within the organization.  Provides support in identifying the activities of the internship and assists with training as needed.
  6. SYSTEMS DEVELOPMENT- Responsible for the ongoing evaluation and development of the staffing, volunteer and internship policies and procedures and makes recommendations when needed. Scans the market for tools that could enhance the accessibility or effectiveness of these programs.    
  7. SAFETY DUTIES- Maintains an injury-free workplace. Complies with all safety guidelines and reports unsafe conditions immediately. Uses and maintains equipment in a safe manner.
  8. CUSTOMER HUMAN RELATIONS – Maintains cordial and professional relationships with all team members, residents, and visitors. Presents self as an effective role model and representative of The Phoenix Residence, Inc. in work language, dress, communication, professionalism and maturity. Maintains privacy in the handling of confidential employee and/or resident-related information. Displays positive, supportive and cooperative conduct at all times.
  9. REGULATIONS COMPLIANCE – Adheres to all policies and procedures of The Phoenix Residence, Inc., all rules and regulations of licensing agencies, and attends all mandatory and other job related in-services.
  10. DEVELOPMENT OF POSITION – Engages in extra projects, growth, responsibilities, committee participation, and training and in-services as requested.
  11. ASSUMES ADDITIONAL RESPONSIBILITIES AS REQUIRED OR REQUESTED – Performs tasks that fall within Category III of Infection Control, including tasks that involve no exposure to blood, body fluids, or tissues. Is able to respond to emergencies according to established Phoenix Residence, Inc. procedures and guidelines.

Job Requirements:

  • Bachelor’s Degree preferred not required
  • Experience in area preferred
  • Excellent verbal and written communication skills
  • Able to supervise and lead employees
  • Ability to read, write and speak the English language
  • Ability to problem-solve complex staffing issues
  • Ability to recruit and motivate individuals
  • Ability to sit for long periods of time
  • Ability to bend, stoop and reach
  • Experience with computer systems required: Strong knowledge of computers and use of Microsoft Word, Excel, Notepad, Front Page Editor, Facebook, Yahoo, and Google Groups.
  • Ability to handle multiple tasks
  • Exceptional customer service skills on the phone and in person

The Phoenix Residence cares about our employees! We offer many programs to benefit our employees, such as health and wellness and scholarship programs, school supply drive, and holiday gift drive. PTO accrual begins the day you start employment. 

 To apply for the Financial Assistant position, please use the link below.    

The Phoenix Residence was recognized as Top Workplace in Minnesota - come work for the best!

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