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Volunteer & Compliance Manager

Moab Free Health Clinic
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Volunteer & Compliance Manager

Classification: Full-Time (1.0 FTE) | Exempt

Salary: $65,000 per year

Reports To: Executive Director

Supervises: Lead Patient Care Coordinator (BSW), Patient Navigator, Patient Services Coordinator, and AmeriCorps VISTA Volunteer Coordinator

Location: Administration & Front Desk Hub

Position Summary

The Volunteer & Compliance Manager provides administrative and systems oversight for non-clinical patient access operations, manages volunteer provider engagement and provider (volunteer and staff) credentialing, and coordinates organizational risk management and regulatory compliance programs.

Stationed within administration with front-hub oversight, this role relies on the Lead Patient Care Coordinator (BSW) for daily front-desk floor management, allowing the Manager to maintain operational supervision, protect compliance focus time (HIPAA, OSHA, FTCA), and direct the capacity-building deliverables of the AmeriCorps VISTA Volunteer Coordinator.

Key Responsibilities

1. Administrative Oversight & Front-Hub Operations (30%)
  • Administrative Management: Provide formal leadership, annual performance evaluations, timecard/PTO approvals, and HR oversight for front-hub staff (Lead BSW, Patient Navigator, and Patient Services Coordinator/Peer Support Specialist).
  • Operational Workflow Review: Monitor front-desk efficiency metrics, registration accuracy, and patient intake queues alongside the Lead BSW.
  • Secondary Escalation Point: Act as the administrative escalation point for unresolved patient grievances, security incidents, or complex front-desk operational barriers unresolved by the Lead BSW.
  • Clinic Backup Support: Provide backup reception and check-in support at the front counter during extreme staffing shortages, high-volume clinic surges, or special community health events.
2. Provider Credentialing & Volunteer Management (35%)
  • Provider Credentialing & FTCA Verification: Process new and renewing volunteer provider credentialing, privileging, and primary-source verifications. Maintain 100% audit-ready provider credentialing files adhering to Federal Tort Claims Act (FTCA) guidelines.
  • Volunteer Onboarding & Selection: Approve final volunteer selections, oversee background checks, and manage clinical appointment schedules for volunteer providers
  • Volunteer Lodging & Travel Coordination: Manage volunteer accommodation and booking logistics. Schedule and assign room reservations using corporate-donated hotel rooms, communicate check-in/out procedures to incoming volunteers, and partner with the Facility Services Manager on rooming allocations for the future on-campus housing facility. 
  • Academic & Experiential Pathways: Coordinate academic internship placements and student clinical/administrative learning opportunities with regional colleges and universities.
  • VISTA Capacity-Building Leadership: Serve as the functional project lead and daily operational guide for the AmeriCorps VISTA Volunteer Coordinator. Direct VISTA deliverables—such as building volunteer recruitment databases, authoring onboarding toolkits, and configuring volunteer management software—ensuring alignment with VISTA Assignment Description (VAD) goals and clinic operational needs.
  • Outreach & Digital Media Leadership: Direct the AmeriCorps VISTA in managing digital outreach platforms, including Google Ads campaigns for volunteer recruitment and community programs. 

3. Risk Management & Regulatory Compliance (35%)

  • Compliance Program Coordination: Facilitate a process-oriented compliance program adhering to HIPAA, OSHA, the Clinic manuals, and safety-net healthcare standards across all clinic operational workflows.
  • FTCA Application Preparation: Lead the annual FTCA malpractice re-application compilation process by gathering required risk management logs, policy updates, tracking data, and credentialing proofs for Executive Director review and Board approval.
  • Mandatory Training & Recordkeeping: Organize, deliver, and document standard compliance, HIPAA, and safety orientations for staff, interns, and volunteer providers. Maintain centralized compliance tracking logs for certifications (e.g., CPR/BLS, licensure, continuing education).
  • Medical Records Oversight & Cross-Departmental Compliance: Oversee non-clinical medical records administrative workflows (Release of Information protocols, privacy compliance, and record retention) and collaborate cross-functionally with Finance, Clinical, and HR leads on clinic-wide compliance systems.
  • Policy Audits & Binders: Conduct periodic internal reviews of clinic documentation and assist the Executive Director and Medical Director with annual policy manual updates.

Operational Boundaries & Executive Safeguards

  1. Clinical vs. Non-Clinical Compliance: Administrative compliance (HIPAA paperwork, medical record privacy logs, FTCA files, OSHA logs, facility safety) is managed by this position. Clinical quality assurance, chart audits, and provider scope of practice remain strictly under the authority of the Medical Director.
  2. Delegation of Daily Floor Leadership: Routine daily front-desk reception flow, immediate queue management, shift coverage adjustments, and first-line patient de-escalations are led directly by the Lead Patient Care Coordinator (BSW). The Manager steps onto the desk only during extreme staffing shortages, critical surges, or special clinic events.
  3. Protected Focus Windows: To ensure execution of FTCA primary-source verifications and compliance filings, the Manager maintains designated weekly focus blocks (6–8 hours/week) free from routine front-counter interruptions.
  4. Executive Escalation & Authority Limits:
    • Financial & Contractual Limits: This position holds no independent budget-binding, contract sign-off, or grant commitment authority. All vendor contracts, institutional MOUs, and financial commitments require Executive Director approval.
    • Legal & Board Governance: Engagement with legal counsel, formal insurance claim filings, press/media inquiries, and official Board reporting remain under the exclusive authority of the Executive Director.
    • HR Governance: Formal disciplinary actions, terminations, rate adjustments, and structural job description changes are escalated to and executed by the Executive Director.

Qualifications

  • Education: Bachelor’s Degree in Healthcare Administration, Public Health, Business Administration, Non-Profit Management, or a related field required.
  • Experience: 3+ years of experience in healthcare operations, volunteer management, or regulatory compliance (community health center, FQHC, or safety-net clinic experience highly preferred).
  • Technical Knowledge: Familiarity with HIPAA regulations, OSHA safety standards, medical records retention rules, and FTCA provider credentialing pipelines. Proficiency with Electronic Health Record (EHR) systems and administrative databases.
  • Leadership Skills: Demonstrated ability to supervise staff, coach project leads (VISTAs/interns), manage multi-faceted regulatory projects, and handle sensitive patient/staff escalations with diplomacy and discretion.

Compensation & Benefits

  • Annual Salary: $65,000 per year (40 hours/week)
  • Benefits & Culture: Paid Time Off (PTO), health insurance, retirement matching, collaborative workplace environment, direct community impact, and professional development opportunities (including licensure support and certification trainings).