Animal Welfare Assistant: Volunteer Coordinator

SALARY: $40000-$44000 annually

POSITION SUMMARY:

The Volunteer Coordinator will be tasked with developing implementing and facilitating a volunteer program and providing a range of administrative and office support to the South Bend Animal Resource Center. The primary administrative support involves managing lost and found animals for the City of South Bend.

As a leader and employee of the City of South Bend you are called upon to serve in a manner that supports Our Core Values: Excellence Accountability Innovation Inclusion and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride Champion Operational Excellence Make Sound Decisions Embrace Coaching and Accountability Communicate with Excellence Value Diverse People and Perspectives Embrace Personal Development Exhibit a Positive Attitude and Own Your Health Wellness & Safety.

SUPERVISION EXERCISED:

Not applicable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Volunteer Recruitment

Design and implement recruitment strategies to promote the necessity of volunteers for the shelter.

Respond to telephone calls emails walk-ins and mail regarding volunteering at SBARC

Screens and interviews volunteers including completing necessary background checks reviewing the volunteers history and ensuring the volunteers have completed all necessary forms

Attend conferences/fairs to recruit new volunteers (if needed)

Assist with volunteer open houses and orientations including but not limited to updates on the website; interview new volunteers; call new volunteers with training dates and coordinate production of training

Assist in coordinating volunteers for shelter operational duties adoption events and enrichment programs for the animals housed within and outside (foster program) of the shelter

Send group e-mails to recruit/coordinate volunteers for extra assistance for Special events (adoption events fundraising events developmental programs for schools etc.) as well as update volunteers on animals/changes throughout the shelter.

Volunteer Supervision and Development

Assign tasks to volunteers connecting with resource center staff to support highest priority needs; ensure tasks are completed

Perform tasks with volunteers as part of supervision and development

Actively involved in volunteer activities

Coordinates volunteer groups both externally and internally

Manges volunteer schedules and ensures the schedules are on the shared Animal Resource Center calendar

Administration for Volunteer Program and Volunteer Retention

Create and keep up to date records for new volunteers in Pet Point.

Maintain and update volunteer hard copy files (attendance training forms commendations accident/incident reports etc.)

Posting up to date information on Volunteer Bulletin Board including but not limited to new volunteer positions trainings policy changes

Serve as a mentor and trainer to volunteers.

Manages Lost and Found Reports

Receive in person reports verify report is complete enter into PetPoint

Receive online reports verify report is complete enter into PetPoint

Post kennel card on lobby board and on South Bend Lost/Found pets

Follow up with person holding found animal after 15-day hold period

Provides owner number to finder if finder is holding the animal

Closes lost/found reports

Additional Primary Resource Center Duties

Let stray dogs outside for exercise/bathroom breaks- pm

Let adoptable dogs outside for exercise/bathroom breaks - pm

Complete a final check of lights and water

Laundry duty - wash dry fold put away

Check on spay/neuter animals before leaving for the day

Assists with unloading animals from spay/neuter

NON-ESSENTIAL/MARGINAL FUNCTIONS:

Performs other duties throughout the building as requested by the Animal Resource Center Director. Such duties include but are not limited to the following.

Serves as the primary back-up for the following functions

SBARC General email inbox - disseminate/respond as appropriate

Respond to cruelty checks from animal welfare organizations

Mail out license renewals and reviews

Receive and reviews foster applications

o Communicate with animal welfare organizations for cruelty checks for potential fosters

o Communicate with veterinary clinics to confirm potential fosters other pets are up to date on vaccinations

o Communicate with landlords to confirm pet policy

o Communicate with fosters on foster requirements

o Schedules meet and greets of foster animals

Receive (fax/email) bite reports and put in leadership mailbox 1

Morning routine: cleaning animal environments/kennels feeding animals; water; medications

Administer afternoon medications food & water - dogs

Afternoon meds and water check for cats

Check spay/neuter animals water and food

Respond to facebook messages and disseminate appropriately

Archives

Monitor office supplies - notify assistant director/director when re-order is needed

Serves as the secondary back-up for the following functions

Planning/ managing community events

Receive and review adoption applications:

o Communicate with animal welfare organizations for cruelty checks for potential adopters

o Communicate with veterinary clinics to confirm potential adopters other pets are up to date on vaccinations

o Communicate with landlords to confirm pet policy

o Communicate with adopters on adoption requirements

o Schedules meet and greets of adoption animals

Develop and maintain PETANGO PROFILES for adoptable animals

Create biographies for adoptable/ foster animals

o Posts to social media

Recommend animals to showcase on TV/media

Speaking/coordinating with media

Process licenses for owners (mail/walk-ins)

Greet guests/ walk-in customers and direct/relay to appropriate staff for follow-up

Answer phone; manages voicemail and directs/relays messages to appropriate staff for follow-up

Manage incoming mail; sort and disseminates

Document returned mail and Animal Welfare Alerts

Maintain waiting area/lobby (does not include cleaning)

o Refills brochures and forms

o Organizes and stores donations

o Cleans up leftover paperwork

Conduct behavior tests for animals

o Dog testing

o Cat testing

o General behavior tests

Intake animals from public to leave at SBARC

o Take ID from individual dropping off the animal

o Confirm the animal was found within city limits

o Scan for microchip

o Manage the paperwork for the surrender/stray drop off

o Give animal to medical coordinator

EDUCATION / QUALIFICATIONS:

High school diploma or equivalent education required.

Experience in developing implementing and managing volunteer programs.

KNOWLEDGE SKILLS AND ABILITIES:

Strong organizational skills

Excellent interpersonal skills

Experience with Microsoft and database systems.

Self-motivation and the ability to motivate others.

The ability to be a supportive and collaborative team player.

CERTIFICATES LICENSE REGISTRATION:

Valid Drivers license required.

EQUIPMENT:

Desktop and laptop computer telephone facsimile machine copier and cleaning tools.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is frequently required to sit and walk and talk or hear. The employee is occasionally required to walk use hands to fingers handle or feel objects tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

UNUSUAL DEMANDS:

Employee is subject to work beyond normal scheduled hours weekends and holidays and subject to emergency call back.

WORK ENVIRONMENT:

Work is performed in an office setting. The temperature in the work environment is moderate. The noise level in the work environment is usually quiet to moderate. The entire office is smoke-free.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties responsibilities and skills required of personnel so classified. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. The City of South Bend is an at will employer.

REQUIRED:

Pre-Employment Drug Screen

Employee Background Check

Equal Employment Opportunity Employer

Required Experience:

IC