Overview

The UCBC Cares Volunteer Program supports the University Cancer and Blood Center, an advanced oncology and hematology clinic in Athens, Georgia. UCBC provides a full spectrum of services, including radiation and medical oncology, advanced imaging, and state-of-the-art infusion care.

Every day, dedicated volunteers help bring UCBC’s mission to life, enhancing the experience for patients and caregivers alike. Through compassionate roles such as Wayfinders, Infusion Volunteers, Administrative Support, and Radiation CT Simulation aides, they make a meaningful difference in the lives of those facing cancer. 

Read how Volunteer Coordinators Amy and Molly turned a frustrating volunteer management process into a thriving, high-impact program with Volunteero.

Galaxy Digital - “two of the most frustrating months of my career.”

Before transitioning to Volunteero, Amy and her team had relied on Galaxy Digital, a system that quickly proved more frustrating than functional. Despite offering flexible setup options, it lacked essential features, an intuitive design, and meaningful support that the team needed to run an efficient volunteer program. These limitations impacted everything from onboarding to day-to-day operations. As Amy shared, the team faced several major challenges:

• Limited Support: Onboarding was minimal, just one hour, and lacked the depth needed to set up a successful program. Amy noted that “customer support and available reference materials were extremely limited,” and when seeking more help, they were offered “a $500 package of group Zoom sessions just to get more guidance.”

• Poor User Experience: Daily use became increasingly frustrating due to broken links, poor performance, and a lack of basic features. Amy described the interface as “clunky and not user-friendly” and mentioned that even basic tasks like reporting were a challenge. 

• Limited Functionality: Without the ability to track onboarding progress and limit shift sign-ups, volunteer coordination became overly manual. “We were forced to manage new volunteer onboarding manually in Excel”, Amy explained. 

What should have been an exciting program launch instead became a deeply discouraging experience, with the team struggling to get the software off the ground. It was “two of the most frustrating months of my career”, Amy shared.

Volunteero transformed UCBC’s volunteer program into a streamlined, user-friendly experience for both coordinators and volunteers. From initial setup to day-to-day support, the Volunteero team has provided consistent support, making the transition smooth, stress-free, and setting UCBC up for long-term success.

The Volunteero Solution

Onboarding time halved 

Prior to implementing Volunteero, onboarding new volunteers at UCBC could take up to four weeks, often delayed by manual tracking in spreadsheets and fragmented communication. Since transitioning to Volunteero, the entire onboarding process - from application to start date- now takes as little as 2 weeks, representing a 50% reduction in onboarding time. The platform centralises a space to manage key processes such as background checks, HIPAA certification, comprehensive training, and paperwork, creating a faster and more seamless experience for both coordinators and volunteers.

In 2024 alone, UCBC received 203 new volunteer applications, a volume made easier to manage thanks to Volunteero’s flexible and diverse form options, which have helped streamline and tailor the application process to different volunteer roles. This enhanced efficiency has allowed the team to scale their program while upholding the high standards essential in a clinical care environment. 

Self-Managed Scheduling 

Since implementing Volunteero, UCBC’s volunteer program has become more active and flexible than ever. Shifts are posted one month in advance, and all 240 volunteer shifts are snapped up within 24 hours! It’s a clear sign of how engaged and responsive the volunteer team is. One of the biggest wins? Volunteers are empowered to take control of their own schedules, joining or leaving shifts as needed, which provides the flexibility to step up when available and step back when necessary, no back-and-forth emails required.

The results speak for themselves. Monthly volunteer hours have quadrupled, with some individuals, like UCBC’s most dedicated volunteer, having already contributed over 149 hours of volunteer time! This autonomy has had a direct impact on administrative efficiency. Molly and her team now spend significantly less time managing schedules, freeing them up to focus on more meaningful work, such as building relationships with both internal team members and the 140 volunteers who help bring UCBC’s mission to life. It’s no surprise that this shift feature is Molly’s personal favourite.

Quick, Simple Reporting - Goodbye Spreadsheets

Reporting at UCBC has become faster and easier than ever. Thanks to Volunteero, volunteers can now check out and submit a report after each shift in less than a minute, and it’s working. So far, 93% of volunteers have submitted reports, and one dedicated volunteer has submitted 67 reports! 

Best of all, the UCBC team no longer has to manage volunteer hours and schedules on Excel. Everything is tracked automatically using reports, giving the team a clear view of who’s doing what and when. With real-time insights just one click away, they recognise contributions, spot trends, and keep things running smoothly without getting bogged down in spreadsheets. 

A Platform Volunteers Love to Use

Volunteero has quickly become a favourite among UCBC’s volunteers, and the numbers say it all. 100% of volunteers have used the app this year, and 94% have already joined a mission. Whether they’re college students or retirees, volunteers of all ages find the app simple and easy to use.

The built-in chat feature has also made communication a breeze. Instead of swapping phone numbers or sending emails, the team can now connect with volunteers directly through the app, keeping everything organised, secure, and in one place. It’s just one more way Volunteero is helping UCBC stay connected and make volunteering even more rewarding.

Looking Ahead

UCBC’s volunteer program is growing fast, and the team has no plans of slowing down. In the upcoming months, they aim to add 20 more shifts each week and focus on boosting volunteer retention and engagement even further. The long-term vision? To expand the program to satellite campuses and the wider community, extending the UCBC mission beyond the main campus. 

Volunteero has played a key role in making that growth possible. As Molly puts it, “Volunteero is an accessible and inviting platform that’s made our program better for both coordinators and volunteers.” With the right tools and a supportive team behind them, UCBC has built a high-impact volunteer program that’s only getting stronger. “We wouldn’t be able to offer such a high-value program without Volunteero. They’ve made our job, and the volunteer experience, exponentially better!”