Admin Specialist Senior Health (Volunteer Coordinator)

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job Summary

The Administrative Specialist Senior - Volunteer Coordinator provides advanced program management, operational oversight, and strategic support for the Office of Patient Experience (OPE) Engagement Programs. This position is responsible for independently coordinating, developing, implementing, and evaluating large-scale patient, family, peer mentor, and student engagement programs across Michigan Medicine.

The position oversees complex program operations, including volunteer recruitment, onboarding, training, compliance, placement, retention, and ongoing engagement. The role requires significant independent judgment, strong organizational and relationship management skills, and the ability to lead multiple initiatives with minimal daily supervision.

Volunteer Coordinator serves as a key liaison between OPE and multidisciplinary stakeholders throughout Michigan Medicine, ensuring engagement programs align with organizational priorities, regulatory requirements, and patient- and family-centered care principles.

Responsibilities*

Program Leadership, Development, and Oversight

• Lead the development, implementation, coordination, and continuous improvement of large-scale patient, family, peer mentor, and student engagement programs, including Patient and Family Advisory Councils (PFACs), Peer Mentor Programs, HOPE Ambassador Programs, and Advisor Training Programs.
• Independently manage daily program operations, establish priorities, make operational decisions, and resolve complex issues with minimal direct supervision from the Administrative Manager or OPE leadership.
• Develop, implement, and evaluate standardized processes, procedures, training materials, and operational workflows to enhance program effectiveness, sustainability, and consistency across Michigan Medicine.
• Oversee the coordination and ongoing sustainability of more than 30 Peer Mentor Programs, partnering with clinical and health center leadership to evaluate program effectiveness, address operational challenges, and identify opportunities for improvement.
• Assess program goals, performance measures, and outcomes to ensure alignment with Michigan Medicine's organizational priorities and patient experience strategies.
• Identify opportunities to expand engagement programs, strengthen operational efficiencies, and implement innovative approaches to patient and family involvement.

Volunteer Coordination, Compliance, and Engagement

• Oversee the recruitment, screening, onboarding, training, placement, retention, and ongoing engagement of Patient and Family Advisors, Peer Mentors, and student ambassadors.
• Manage and maintain comprehensive volunteer records, program participation data, compliance documentation, and activity tracking to ensure adherence to organizational policies and applicable requirements.
• Evaluate organizational needs for Patient and Family Advisor participation, identify placement opportunities, and coordinate assignments across councils, committees, clinical departments, and improvement initiatives.
• Develop and maintain collaborative relationships with Volunteer Services, Occupational Health Services, and other internal departments to ensure compliance with volunteer onboarding, screening, and participation requirements.
• Independently research, assess, and address complex volunteer concerns, grievances, interpersonal conflicts, and operational challenges, exercising sound judgment and escalating matters through established leadership channels when appropriate.
• Monitor volunteer engagement and program participation to identify opportunities for improved recruitment, retention, utilization, and overall program effectiveness.

Cross-Functional Collaboration and Organizational Leadership

• Serve as a primary liaison between OPE Engagement Programs and clinical, operational, and administrative leaders throughout Michigan Medicine.
• Represent OPE leadership, as delegated, at organizational committees, workgroups, planning meetings, and events to provide program expertise, facilitate discussions, and support decision-making.
• Apply advanced knowledge of organizational operations, policies, and patient engagement principles to support complex, cross-functional projects and initiatives.
• Collaborate with Information Technology, Compliance, Security, Communications, Legal, and other departments to facilitate the successful development, implementation, and transition of new programs, processes, and procedures.
• Establish and maintain effective working relationships with staff, faculty, managers, directors, and executive and clinical leadership across Michigan Medicine.
• Partner with Human Resources and organizational stakeholders to support the integration of patient- and family-centered care principles into recruitment, hiring, and other applicable organizational practices.
• Provide subject matter expertise and recommendations to organizational leaders regarding volunteer engagement, program development, and patient and family participation.

Training, Communications, and Continuous Improvement

• Design, develop, facilitate, and evaluate comprehensive orientation and ongoing training programs for Patient and Family Advisors, Peer Mentors, student ambassadors, and organizational partners.
• Create and distribute professional communications, educational resources, program updates, reports, and publications for volunteers, staff, faculty, and organizational leadership.
• Develop resources and share program best practices with internal stakeholders and external healthcare organizations, supporting Michigan Medicine's reputation as a leader in patient and family engagement.
• Analyze program participation, operational performance, stakeholder feedback, and engagement outcomes to identify trends, recommend improvements, and support data-informed decisions.
• Respond independently to inquiries, provide timely follow-up, and coordinate resolution of program-related concerns from volunteers, staff, faculty, and organizational partners.
• Support the implementation of process improvements and organizational changes that strengthen program effectiveness, participant experience, and operational sustainability.
• Other duties as assigned by Manager

Required Qualifications*

• Bachelor's degree in Public Administration, Healthcare Administration, Business Administration, or a related field.
• Five to seven years of progressively responsible experience in program coordination, volunteer management, healthcare administration, community engagement, or a related field.
• Demonstrated experience independently managing complex programs, processes, and initiatives with minimal daily supervision.
• Proven ability to recruit, screen, onboard, train, coordinate, and oversee volunteers within a healthcare system, nonprofit organization, or community-based organization.
• Excellent interpersonal, organizational, analytical, and problem-solving skills, with the ability to manage competing priorities and multiple projects simultaneously.
• Exceptional written and verbal communication skills, including the ability to communicate effectively with volunteers, staff, faculty, and senior organizational leaders.
• Demonstrated ability to exercise independent judgment, maintain confidentiality, navigate sensitive situations, and resolve complex operational challenges.
• Strong proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience utilizing web-based databases, volunteer management platforms, or other electronic information systems for tracking, reporting, and program administration.
• Demonstrated ability to independently research, evaluate, develop, and implement complex processes, policies, and operational improvements.
• Proven ability to establish and maintain effective working relationships with individuals across diverse professional, generational, cultural, and demographic backgrounds.
• Ability to work effectively in a dynamic, fast-paced environment while maintaining accuracy, professionalism, and attention to detail.
• Demonstrated flexibility, adaptability, initiative, and ability to respond effectively to changing organizational priorities.
• Strong collaboration skills and the ability to work effectively both independently and as part of multidisciplinary teams.

Desired Qualifications*

• Experience managing multiple volunteer or engagement programs within a large, complex academic medical center or healthcare organization.
• Experience supporting Patient and Family Advisory Councils, Peer Mentor Programs, or other patient- and family-centered care initiatives.
• Demonstrated experience developing and facilitating educational programs, volunteer orientations, or organizational training.
• Experience collaborating with clinical and executive leadership on program development, process improvement, and organizational initiatives.
• Knowledge of healthcare regulatory requirements, volunteer compliance processes, and confidentiality standards.
• Experience evaluating program outcomes, developing performance measures, and preparing reports for leadership.
• Demonstrated success implementing new programs, improving operational workflows, or supporting organizational change initiatives.

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.    

Work Arrangement: Hybrid, with on-site presence required based on program operations, meetings, training, and organizational needs.

Work Schedule

Primarily regular business hours, with occasional evening and weekend responsibilities to support volunteer training, advisory council meetings, and special events.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings.  Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.