Administrator, Animal Recovery Center

Summary:

The ARC (Animal Recovery Center) and CARE (Canine Annex for Recovery and Enrichment) facilities are dedicated to the recovery and rehabilitation of victims of cruelty and neglect admitted through NYPD and the ASPCAs Humane Law Enforcement (HLE) and Community Engagement (CE) programs.

Our dedicated team of more than 45 sheltering medical and animal behavior professionals work closely with the ASPCA Animal Hospital Forensics Legal Advocacy and Investigations Behavioral Sciences Shelter Medicine Services Community Engagement Placement and Adoption Center teams to ensure coordinated response and operations and holistic balanced high quality care for the animals we serve.

The Administrator plays an integral role in supporting the ARC and CARE departments daily operations and foster flow of the animals we serve and is responsible for all administrator/coordinator responsibilities for day-to-day operations and animal care.

The ideal candidate for this role is self-motivated highly organized detail oriented and thrives in a fast-paced environment with changing priorities. This position collaborates closely with a team of 2 Administrators and 1 Manager.

*The schedule for this role is Wed-Sat 9am-7pm

Responsibilities:

Job responsibilities include but are not limited to:

Department Administrative Support: 50%

• Provide administrative and logistical support for a wide range of tasks in the ARC and CARE.
• Provide administrative support and coordination of new case preparation including generating medical record templates in ImproMed scanning and linking records from veterinary partners and communicating kennel set ups to the direct care teams.
• Collect organize scan upload and file weekly treatment sheets as scheduled to maintain up to date medical records.
• Create organize and keep the animal signage current.
• Maintain departmental spreadsheets and the ARC and CARE censuses daily.
• Collaborate and coordinate forensic needs for new cases.
• Coordinate animal moves into and out of our departments including scheduling appointments organizing and arranging transportation for medical consultations and follow up appointments. Send records to veterinary partners in advance of appointments.
• Coordinate animal transfers to the Adoptions Center and Placement Partner ensuring all pertinent records and animal information is sent.
• Participate in daily animal rounds meetings with the medical behavior and shelter leaders. Take and disseminate notes.
• Participate in daily shift rounds with the Floor Managers and Directors. Take and disseminate notes.
• Assist the doctors with exams for foster and owned animal rechecks.
• Communicate with pet owners and coordinate phone calls scheduling visits rechecks and discharges.
• Create and maintain (daily) accurate signage for all rooms and kennels in ARC CARE AAH and for transitioning to the Adoption Center.
• Maintain the Box folders of animal photos videos and departmental events for future use in monthly and quarterly donor reports and Workvivo posts.
• Submit work requests with IT and Facilities by serving as the point-person for communications.
• Assist with media requests in ARC and CARE. Assist with completing tour prep spot cleaning and handling as needed for media events and tours.
• In collaboration with the floor managers medical and behavior teams order animal and case specific supplies and medications as needed.
• With the floor managers oversee ordering of stock and donation lists to ensure responsible use of resources and accurate par levels.
• Assist the Vice President and Directors with department presentations record keeping and data reporting. Other special projects as identified.
• Provide administrative support for donor reports both monthly and quarterly.

Foster/Placement Program Support: 40%

• Cultivate positive and productive relationships with staff and foster volunteers.
• Communicate with foster volunteers via phone and email regarding medical behavioral and general updates respond to inquiries and arrange transportation and follow up care.
• Create and post foster profiles via MailChimp.
• Maintain foster volunteer Airtable.
• Schedule meet and greets foster outs and maintain schedule for recheck appointments and returns.
• Provide foster volunteers with all supplies necessary to support the care of the foster animal(s) including medical and behavior supplies and replenish proactively/upon request.
• Ensure all animals have received complete medical discharges prior to confirming foster placement.
• Coordinate foster departures and returns ensuring appropriate housing upon arrival and timely communication and notifications.
• Communicate proactively with other departments to ensure important updates are shared from/to the foster home and the animals needs are met and maintained in foster care.
• Attend and represent ARC at the ARC CARE and Adoption Center monthly Foster Team meeting.
• Collaborate with the Foster/Placement Manager Veterinarians Behavior Specialists and ARC and CARE Management to ensure smooth transfer of animals to and from foster homes and/or placement partners.
• Enter foster volunteer communications in appropriate databases and in alignment with the Adoption Center Foster Personnel team.
• Assist with foster volunteer onboarding.
• Maintain inventory and ensure requisite Foster Program supplies are available at all times.

Organizational collaboration: 10%

• Provide a high level of customer service to external and internal clients.
• Collaborate effectively with partner teams particularly the ASPCA Animal Hospital Legal Advocacy and Investigations Humane Law Enforcement Community Engagement Media and the Adoption Center departments.
• Ensure continuity of care for animal moves to foster return to owner ARC CARE AAH Placement partner and Adoption Center.

Exemplifies the ASPCAs Core Values:

• Has Commitment and dedication to improving the lives of animals
• Demonstrates Ownership and feels responsible for outcomes
• Believes in Team that we are stronger together
• Seeks to Elevate others and reimagine what is possible
• Focuses on Impact specifically making change for animals

Knowledge and Skill Requirements:

• Organized and highly motivated self-starter.
• Excellent time management skills.
• Excellent communication skills (written and verbal) with proven ability to multi-task.
• Excellent attention to detail.
• Strong computer skills including Airtable Box Excel Microsoft Word Power Point Outlook Civicore Salesforce and ImproMed.
• Strong ability to work independently as well as part of a team.
• Ability to work efficiently and calmly under challenging circumstances and emergency situations.
• Ability to effectively prioritize tasks and meet deadlines both short and long term.
• Ability to maintain open mind regarding changes and be willing to learn implement and teach new protocols.
• Ability to work closely with behaviorally and medically compromised animals and feel comfortable working in an environment where euthanasia is performed.
• Excellent low stress animal handling skills.
• Strong interest and knowledge of animal welfare issues.
• Fluent in English. Bilingual (fluent in English and Spanish) is a plus but not required.
• Maintain strict confidentiality when dealing with criminal cases.
• Cover the CARE Administrator and the Manager of Administration in their absence.
• Participate in occasional after-hours calls regarding ARC and CARE animal needs and foster emergencies.
• Deploy locally (NYPD/CE) or nationally (NFR) at least one time per year if operations allow.
• Ability to lift 40-plus pounds.
• Complete Fear Free Shelter certification within 6 months of hire

Work Experience:

• Minimum of 1 years veterinary hospital and/or animal shelter experience preferred
• Minimum of 1years of experience in an administrative/coordinator role preferred.
• Experience and familiarity using computers including Microsoft Office and Outlook
• Experience and familiarity using the following collaboration and software systems: Airtable Box Civicore Salesforce and ImproMed.
• Experience handling animals preferred or able to learn on the job

Compensation and benefits:

Starting pay for the successful applicant will depend on a variety of factors including but not limited to education training experience location business needs internal equity market demands or budgeted amount for the role. The target hiring range is for new hire offers only and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

For hourly roles: The target hiring range for this role is $26.85-$28.29 per hour.

For more information on our benefits offerings click here.

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Qualifications: