Volunteer Manager

The American Society of Echocardiography (ASE) is a nonprofit international medical organization dedicated to advancing cardiovascular ultrasound and improving lives since 1975, and we are seeking a full-time Volunteer Manager to join our collaborative Membership Engagement team. This is an opportunity to make a meaningful contribution to a mission-driven organization while working alongside dedicated professionals who are passionate about their work and the impact ASE has on the healthcare community.

At ASE, we believe our employees are essential to advancing our mission, and we strive to offer a meaningful and competitive total rewards package. ASE offers a competitive salary range of $57,000-$60,000 for this position, with consideration given to experience and qualifications. In addition to competitive compensation, we offer a comprehensive benefits package designed to support our employees’ well-being, professional growth, and financial security. Benefits include flexible hybrid/remote work, a home office technology stipend, employer-sponsored medical, dental, vision, life, and disability insurance, a 401(k) with up to a 5% company match, annual bonus opportunities, generous PTO and paid holidays, Flex Fridays, employee assistance programs, and paid professional development. Employees also enjoy paid time to volunteer in their communities or attend children’s school activities, along with an inclusive and engaging culture that celebrates our people through staff outings, appreciation events, and more.

Position Summary: The Volunteer Manager is responsible for facilitating excellence in volunteer management including serving as the staff liaison to the Leadership Academy to manage their program, handling the recruitment and placement of volunteers for the organization, and providing support to the Chief Experience Officer (CXO) to facilitate effective volunteer recruitment and retention. This position has the potential for a remote work schedule, however, occasional travel to ASE’s Durham, NC office may be required. Candidates must live in one of the following states to be considered for employment: NC, SC, VA, MD, DC, GA, TN, WV, OK, or TX.

Essential Duties and Responsibilities:

Leadership Academy Program Management (25% of the time)

• Responsible for facilitation of the Leadership Academy functions as assigned by the CXO:

o Coordination of sessions with the Program Directors and Program Curriculum providers

o Distribute session pre-work in a timely manner

o Assist facilitators with executing meetings: pre-meeting deliverables; break-out groups; accessing

slides/materials (if applicable)

o Organize and invite Facilitators

o Manage file sharing for facilitators and participants

o Organize cohort activities including in person meetings and graduation

• Develop program benchmarking including Cohort statistics and surveys.
• Provide assistance with scheduling and preparation for Leadership Academy

Oversight Committee liaison duties as assigned by CXO.

• Oversee Leadership Academy Selection Taskforce as assigned by CXO:

o Design and implement streamlined application process for volunteer review

o Schedule and prepare materials for review meetings

o Prepare pre-meeting materials for Program Chair to review prior to Taskforce meetings

o Prepare all support materials and presentation items for Board/Executive Committee Review

• Assist CXO with design of future cohorts' timelines and program logistics.
• Maintain webpages related to Leadership Academy website.
• Assist CXO with budget and invoicing related to the program.

Volunteer Coordination (60% of time)

Focus Volunteers

• Responsible for managing focus volunteer activities including, but not limited to:

o Develop and implement process for staff to request volunteers

o Externally post, recruit, place, and on/off-board volunteers

o Track volunteer (both opportunity and individuals) activity in the database to assure historical

accuracy of volunteer information in the database and in reports

o Maintain list of Focus Volunteer activities on designated webpages and post opportunities on

member engagement platforms

General Volunteer Coordination

• Provide Volunteer engagement reports as requested.
• Assist CXO and staff to discover and groom new volunteer talent into roles at ASE or ASEF.
• Design and implement yearly Committee Application process to include application, staff liaison feedback mechanism, assignment process.
• Design streamlined invitation process for all volunteer groups.
• Track invitation acceptance and declines and work with CXO to provide suggestions for replacement to the President/President-Elect.
• Actively solicit and retain committee and taskforce volunteers including providing promotional ideas to attract qualified candidates.
• Ensure all volunteer activities in the database are up to date and properly categorized to include, but not limited to: volunteers, webinar presenters, guidelines updates, and faculty to ensure optimal data hygiene.
• Provide monthly report out on society’s volunteer activities at staff meetings as part of membership report.
• Provide official service records as requested by ASE staff and members.
• Track placement/end of service and report on External Liaisons.
• Obtain and organize annual Conflict of Interest forms for all aspects of the society. Facilitate access to the forms for all staff.
• Manage plaque orders for ASE/ASEF recognition and oversee budgeting and invoices related to orders.
• Manage annual volunteer appreciation notes and gifts and oversee budgeting.
• Assemble nomination and awards packages for committee review as assigned by CXO.
• Monitor and review other associations volunteer activities to benchmark and provide analysis of current offerings, suggest modifications and provide support for implementation of new procedures, reporting on new ideas in the membership team meetings.
• Provide support to staff Committee/Taskforce liaisons as needed.

Administrative (10% of the time):

• Provide back-up to CEO’s Executive Assistant for running staff meetings and creating slide decks.
• Take minutes and distribute for CXO meetings.
• Support general office phone lines by routing or returning operator line voicemails in a timely manner.
• Keep volunteer documents and vendor contacts up to date on the Shared OneDrive. Scan and organize office-related documents for filing on the Shared OneDrive as needed.
• Other duties as assigned by CEO, Deputy CEO, or Chief Experience Officer.

Other Functions:

General Administrative (5% of the time):

• Support the organizational structure of ASE by attending staff meetings, working on task forces, seeking and attending professional development opportunities, working in a team atmosphere and cooperating with other staff members, completing minutes, meeting summaries, paperwork, and timesheets in a timely manner.
• Contribute to other projects and tasks as needed in support of ASE's success.

Travel: Occasional travel to ASE meetings related to the Leadership Academy activities may be required for this position.

Minimum Job Requirements:

Education: Bachelor’s degree preferred. An equivalent combination of education, training, and experience will be considered.

Experience: Two to five years’ experience in member and volunteer management with a professional membership association is preferred. Volunteer program coordination role with a non-profit organization will also be considered.

Specific Skills/Knowledge:

• Good interpersonal skills, professional appearance and demeanor.
• Commitment to a superior level of customer service.
• Ability to handle confidential materials.
• Outstanding organizational and communication skills.
• Strong written communication skills in targeting diverse audiences.
• A self-motivated worker with excellent attention to detail.
• Demonstrated understanding of office administration responsibilities.
• Proficiency in program coordination, administration and tracking of volunteer data.
• Proven ability to manage computer-based projects, use a member database, pull reports, and to process and accurately manage data.
• Competence in Windows Office 365 software, database programs, and online applications.
• Ability to manage multiple projects in a fast-paced environment and effectively meet deadlines.

Physical Requirements:

Job requires frequent sitting, and repetitive hand and wrist movements. Must be able to work a variety of hours to accommodate volunteer activities.

Employees may be required to comply with applicable vaccination or workplace health requirements when working with healthcare professionals or during future public health circumstances. No additional vaccination requirements apply to this position at this time. ASE will engage in an interactive process with employees requesting medical or religious accommodation.

While it is intended to be an accurate reflection of the job duties and requirements, ASE management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This job description does not constitute a contract and should not be construed as a contract.

ASE is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics.

Visit our website for more information on ASE (https://www.asecho.org/) and the ASE Foundation (https://www.asefoundation.org).

Please apply online via ASE’s LinkedIn page or by sending resume and cover letter directly to ASE’s Human Resources Department at SBarreiro@ASEcho.org.