Brittany Cochran

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Randa Spears Volunteer and Special Events
Coordinator
Brittany Cochran Parent Mentor Coordinator
Tricia Spence Volunteer and Special Events
Coordinator
Introduction
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Coordinator Responsibilities
Tricia Spence
Parent Mentor Program
Volunteer and Special Events Program
Volunteer Services

• Bakery
• Beverage Cart
• Bio-Medical Library
• Blood Donor Center
• Book Cart
• Children In The Chapel Helper
• Clerical
• ESL Tutor (for staff)
• Eucharistic Lay Ministers
• Garden
• Helping Hands
• Inpatient Greeters
• Interpreters
• Kay Kafe Companion
• Ladies Arts and Crafts
• Movie and Craft
• Ortho Clinic
• Ready Runners
• Surgery Waiting Room

Randa Spears
Brittany Cochran

• Child Life Play Room
• Doggy Daze
• Happy Cart
• Prime Time
• Family Resource Center
• Caregiver Massage
• Tutors
• Volunteens
• Housing Target House and Tri Delta Place

• PAIR
• Quality of Life

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Schedules

• Types of employees
• Hourly Employees- Work up to 40 hours a week,
  have a 30 minute lunch break, earn sick and leave
  time, receive benefits
• Salaried Employees- Work 40 hours a week, their
  schedules vary depending on their
  responsibilities for the week, receive benefits.
• Stipended Interns- Work 40 hours a week during
  your scheduled times, have a 30 minute lunch
  break

• Staff meetings
• Mandatory weekly staff meetings are at 100 p.m.
  on Mondays.
• These meetings are to report the progress of the
  past week and plan for the next. They also
  involve departmental updates as well as each
  individual announcing what they are working
  on/what they have learned.

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Office Space

• Be conscious of others around you
• Scents-no perfume dryer sheets can be too strong
  
• Cellphones should be placed on silent and not
  vibrate
• Low voice volume thin walls and tight office
  save chatter for lunchtime
• Be aware of food allergies
• Always keep the fridge, microwave and sink clean
• Be aware of when the conference room is being
  used
• If you take the last of something, notify Brin

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Dress Code
Dress Code

• Dress code
• Business casual dress professionally and
  respectful not only for employees, but for the
  variety of visitors
• No tank tops or revealing clothing
• Leggings and tights are not pants
• Be mindful of what is going on that day
  Trainings, orientation, etc. Dress for the event
  or function of the day.

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Tools

• Volgistics- Departments online volunteer
  database. Use this system
• to look up volunteer information including
  service hours, contact
• information, assignments, etc. Only one
  intern can be logged on
• at a time.
• Access- Departments database that stores
  various departmental
• statistics.
• SharePoint - Software the hospital uses to
  communicate, collaborate and
• coordinate all activities. Volunteer
  Services uses this for additional tracking as
  well as onboarding volunteers.
• WASP- Software used to order items from Donor
  Services, available on your
• windows screen to view/order items or call
  Donor Services.
• Vicnet- Component of Volgistics that allows
  volunteers to update their contact information,
  check schedules, view service records, and
  schedule their shifts from their own computers.
• BMC- Biomedical Communications Department within
  St. Jude from which Volunteer Services orders
  photos, photography requests, etc.

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Communication

• Mentors
• Each intern is assigned a mentor (coordinator).
• You do not have multiple mentors, but you may be
  asked to assist by another coordinator.
• Your mentor is priority.
• If there is a schedule change or conflict, let
  your mentor/ coordinator know.
• Trust your supervisor
• Be mindful that sometimes you have to do
  something a certain way for a reason you may not
  know. There is often a history and reason behind
  policies.
• Be comfortable enough to go to your mentor for
  any questions or concerns.
• Direct communication
• Direct communication is important dont suffer
  in silence!
• Brin will give a sheet with contact info of all
  staff.
• Give feedback and ask questions.
• Be mindful that sometimes volunteers may have an
  agenda.
• Make sure to implement the same rules to all
  volunteers. We cannot make exceptions or show
  favoritism.
• Confidentiality- always be aware of HIPAA
  guidelines in all communication.

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General Intern Duties

• Joint Intern Projects
• Seasonal Events
• Appreciation Events
• Common Responsibilities
• Helping Hands
• SharePoint
• Orientation

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Perks of Being an Intern

• In-house meetings and seminars (i.e., Schwartz
  Center Rounds, L.E.A.D. Conference, webinars)
• Continuing education (i.e., SharePoint training,
  Evidence Based Practice workshops, etc.)
• Community networking (i.e., DOVIA meetings,
  career interviews)
• Gift Shop discount
• Wellness Center

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Parent Mentor Program

• Parent mentors are St. Jude parents who provide
  peer support and information on navigating the
  journey of treatment and medical care. Mentors
  provide a unique understanding, encouragement,
  and support.
• PAIR Parents Assisting Inspiring Reassuring
• QoL Quality of Life

Parent Mentor Program
Parent Mentor Program
Quality of Life
PAIR
Quality of Life
PAIR

• Mentor Qualifications
• Child has been at least 1 year off active therapy
  or 2 years after death
• Work closely with social work and other clinical
  staff so that the mentoring relationship is
  monitored appropriately.

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Intern Learning Opportunities

• Edit and continue to develop the SharePoint
  Database and Recruitment Site
• Assist in preparation for upcoming trainings and
  Annual Debrief
• Edit Parent Mentor Intern Manual
• Attend rounds when needed
• Assist in FCC volunteer training revisions
• Assist in creating a feedback survey for families
  
• Assist in writing a manuscript for the program
• Assist in running the Pilot Mentor Program in the
  Hematology clinic. This will involve new training
  materials, development of policies, staff
  presentations etc.

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Volunteer and Special Events Program

• This program is designed to effectively engage
  community members in high quality programming,
  resulting in a superior patient, family and guest
  experience.
• Two types of volunteer opportunities are
  available weekly shifts and flexible shifts.
• Specific opportunities and special programs are
  offered to students.
• These opportunities are managed by two
  coordinators.
• The two coordinators also assist with various
  hospital and departmental events.

Parent Mentor Program
Volunteer and Special Events Program
Quality of Life
PAIR
Tricia Spence
Randa Spears
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Intern Learning Opportunities

• Assist in onboarding and training new volunteers
• Assist with statistics and program tracking
• Assist with training new supervisors
• Work closely with donor services to procure
  supplies and maintain the supply room
• Child Life program evaluation
• Enhance Happy Cart implementation
• Recruit, select, onboard, and implement Volunteen
  program
• Update program manuals and PowerPoints
• Assist with implementation and evaluation of new
  Surgical Waiting room pilot program
• Become proficient in SharePoint and Volgistics
• Update information in Volgistics photos,
  contact information, etc.
• Assist with Helping Hands programming
• Write volunteer Spotlights organize interview,
  photo shoot, etc.
• Assist in production of VIP newsletter
• Assist in creation of Volunteer Resource Library
• Assist in planning and organization of volunteer
  appreciation events
• Help facilitate club members and events

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Randa
Volunteens
Tutors
Family Resource Center
Caregiver Massage
Child Life Play Room
Target House and Tri Delta House
Happy Cart
Doggy Daze
Prime Time
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Surgical waiting room
Tricia
Bio-medical Library
Ready Runners
Helping Hands
Monday Movie and Craft
Beverage Cart
Food Services
Includes Bakery, Kay Kafe Companions and Snack
Bags
Garden
Blood Donor Center
ESL Tutors
Clerical
Ortho Clinic
Inpatient Greeters
Video Cart Book Cart
Children in the Chapel Helper
Eucharistic Lay Minister
Tour Guides
Interpreters
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Questions?
We are glad to have you as part of the Volunteer
Services Team this semester!