HICAP Volunteer Coordinator
The HICAP Volunteer Coordinator is designated by the HICAP Program
Manager with the responsibility to recruit, train, recognize and maintain
communication with HICAP volunteers per California Department of
Aging (CDA) guidelines. The Volunteer Coordinator receives program
direction from, and reports program activities to the HICAP Program
Manager in accordance with CDA guidelines.
Duties include, but are not limited to, the following:
Develops and maintains a volunteer recruitment plan to maximize
volunteer opportunities and expand the volunteer service area.
Screens potential volunteers to ensure there are no conflicts of interest.
Recommends volunteers for HICAP volunteer counselor training, in
coordination with the Program Manager.
Tracks efficacy of volunteer recruitment activities and makes
adjustments as necessary.
Works with other senior-related and volunteer organizations to increase
Supervises and assists HICAP volunteer recruitment activities.
Organizes new volunteer counselor training, in coordination with the
Program Manager, including preparing volunteer counselor materials,
training hour logs and volunteer counselor manuals.
Organizes volunteer counselor training meetings, in coordination with
Program Manager, to provide up-to-date information on HICAP,
Medicare and Medicare related issues.
Maintains the master list of HICAP volunteer counselor manuals and
distributes additions and addendums, as necessary.
Recognizes and thanks HICAP volunteers throughout the year for their
time and effort.
Organizes and conducts annual HICAP volunteer recognition events per
HICAP program requirements.
Data Collection and Reporting
Ensures monthly and/or annual counseling activity data is properly input in the CDA
HICAP database for review by the HICAP Program Manager and the Area Agency on
In coordination with the Program Manager, acts as an administrator for the CDA
HICAP database, by coordinating the training of volunteer counselors on how to properly
use this data collection and reporting system.
Reviews work performed by volunteer counselors using the CDA HICAP database and
ensures accurate and complete records.
Ensures new volunteer counselors are added to the CDA HICAP database and authorizes
usage with approval of the Program Manager.
Recommends to the Program Manager the de-activation of volunteer counselors when
they leave the agency or no longer have a need to use the CDA HICAP database.
Notifies the Program Manager of any challenges or issues that may arise with the CDA
Responsible for recommending new volunteers for counselor registration to the Program
Manager and ensuring individuals are not providing independent HICAP counseling until
they obtain official registered status confirmation from CDA.
Accountable for entering volunteer counselor information in the CDA HICAP database
under the Staff Information/Counselor Registration section.
Responsible for selecting, screening, and orienting potential volunteer counselors prior to
providing a registration recommendation.
Assists the Program Manager in the development of volunteer assignments and role
descriptions conforming to the primary goals of the HICAP.
Responsible for maintaining a record of each registered volunteer counselors attendance
at training sessions and of each volunteer counselors hourly contribution to the Program
and providing records to the Program Manager as needed, but not less than once per year.
Recommends registered volunteer counselors for advanced training, including LTC and
general community education specialties.
Follows procedures for volunteer counselors exiting from the program, including, but not
limited to, collecting identification cards and Counselor Handbooks and completing
documentation in the CDA HICAP database.
Volunteer and Counseling Site Coordination and Management
Maintains ongoing communication with volunteers.
May supervise and/or assist volunteers (on-site and by phone).
May review volunteer counseling intake reports/forms and evaluate volunteer counselors
skills and knowledge level regarding HICAP and Medicare issues, and recommend
additional training as needed.
Provides feedback to volunteer counselors
Performs routine (not less than once per year) counseling site assessments to ensure
adherence to site contract agreements. Develops and uses formal counseling site
Maintains contact with site personnel.
Develops new counseling sites as needed.
Assigns volunteer counselor coverage and supplies promotional materials and counseling
information to potential and contracted counseling sites.
In coordination with the Program Manager, assures that data security procedures are
established and maintained by volunteer counselors working at counseling sites.
Additional Job Requirements
Maintains ongoing contact with local senior service providers (in coordination with the
Presents volunteer recruitment workshops to appropriate organizations and senior
providers. Identifies and targets new community groups and sites for education and/or
volunteer recruitment presentations.
Provides monthly volunteer reports to Program Manager.
Performs other duties as required.
Two or more years experience in working directly with volunteers, seniors, people with
disabilities, and community groups.
Knowledge of local communities and social services available in the Planning and
Service Areas (PSAs).
Experience in public speaking, strong verbal and written communication skills, telephone
skills with advocacy efforts.
Certification a HICAP counselor
Ability to travel throughout the AAA's five county area.
Annual Benefits (Prorated based on FTE%)
80 hours Vacation Leave (available 1 year from hire date)
90 hours Sick Leave (accrue upon hire and available 90-days from hire date)
Health Insurance Coverage (employee only available the month following hire date)
through CA Public Employees Retirement Systems (PERS) Choice. An opportunity to
purchase additional coverage for your family is available at employee's
Membership in CA Public Employees Retirement System (PERS)
13 paid holidays
Following a six (6) - month probationary period, the HICAP Volunteer Coordinator will receive
the following additional benefits:
$1,625.00 Annual Medical Wellness Benefit (prorated from hire date and based on
$16.50/hour (Step 1) to $19.45/ hour (step 5)
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