Volunteer Program Administrator

Austin, TX - USA

Monthly Salary: Not Disclosed

Posted on: 6 hours ago

Vacancies: 1 Vacancy

Job Summary

Volunteer Program Administrator

APA! BACKGROUND: Austin Pets Alive! (APA!) is one of Austins most dynamic and best-loved nonprofits. The organization is the leader in the no kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues treats and adopts out 10000 homeless dogs and cats each year providing the safety net for Austins most at-risk shelter pets which helps Austin to be a no-kill city while also assisting other communities in saving homeless animals. The organization is distinguished by the scrappiness of its grassroots non-traditional community-based animal rescue work.

The organization continues to innovate best practices to save lives and teaches its renowned lifesaving model through American Pets Alive! APA!s national 2020 AmPA! began the Human Animal Support Services (HASS) project a collaborative movement of more than 10000 animal welfare professionals working in nearly 1900 organizations. HASS is the first-of-its-kind collective of shelters and animal welfare professionals coming together to build community-focused animal services that better meet the needs of people and pets by keeping human-animal families together and keeping pets unnecessarily out of shelters.

POSITION SUMMARY/OVERVIEW: The Volunteer Program Administrator is responsible for recruiting facilitating orientation and Level 1 & 2 training to volunteers on several teams who support our operations (Clinic Thrift HASS & PASS programs). This role supports the effective integration of volunteers into teams management of Better Impact Platform for assigned teams providing essential support to staff and volunteers and contributing to the standard of care for all animals under APA!s care.

The Volunteer Program Administrator plays a key role in advancing the goals of APA!s volunteer program. This position contributes directly to APA!s mission to increase the live release rate across Texas by supporting a sustainable inclusive and high-impact model for volunteer coordination.

The Volunteer Program Administrator is responsible for managing their daily responsibilities maintaining clear priorities and delivering consistent high-quality work that aligns with APA!s values and goals. This includes staying organized using data or feedback to inform decisions and following through on key tasks and responsibilities with minimal oversight. This is a hands-on mission-driven role focused on results reliability and teamwork.

APA! is a volunteer-powered organization so every staff member is expected to work alongside and support volunteers. The Volunteer Program Administrator collaborates closely with volunteers to complete day-to-day tasks helps create a positive and inclusive environment and actively contributes to a culture of shared effort and mutual respect.

This position may involve shift flexibility weekend hours and responsiveness during times of high need.

Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited trained and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers including assisting with onboarding training and volunteer engagement as part of the day-to-day workflow.

ESSENTIAL FUNCTIONS:

Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive welcoming environment
Work alongside volunteers to complete daily tasks ensuring the work is shared and collaborativenot siloed
Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
Help retain volunteers by offering encouragement guidance and feedback during shared work
Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager
Contribute to a positive culture by recognizing volunteer contributions through appreciation gratitude and shoutouts
Help set volunteers up for success by clearly explaining tasks providing hands-on guidance and offering in-the-moment support

Volunteer Recruitment and Onboarding

Develop and implement strategies to attract volunteers interested and connected to our mission.
Conduct orientations and specialized training sessions for new volunteers.
Create educational materials and resources focused on medical protocols and procedures.

Volunteer Management

Schedule volunteer shifts to ensure adequate support in the assigned programs.
Provide ongoing supervision mentorship and evaluation of volunteers.
Foster a collaborative and professional volunteer community within the programs.

Program Development

Collaborate with staff to identify volunteer needs and roles.
Develop specialized volunteer positions as needed.
Implement initiatives to enhance volunteer skills and engagement.

Volunteer Recognition

Develop and execute a comprehensive volunteer recognition program.
Organize appreciation events awards and acknowledgment activities.
Highlight volunteer contributions through internal communications and social media.

Communication and Coordination

Serve as the first point of contact for medical volunteers.
Maintain clear and consistent communication regarding medical policies procedures and updates.
Coordinate with other departments to ensure cohesive volunteer efforts across the organization.

Data Management

Maintain accurate volunteer records using volunteer management software.
Track volunteer hours training completions and contributions for reporting purposes.

Compliance and Safety

Ensure all volunteers adhere to APA!s protocols and safety guidelines.
Address any volunteer concerns incidents or conflicts promptly and professionally.
Keep updated on veterinary regulations and ensure volunteer activities are compliant.

Job duties may include some or all of the above and other duties as assigned by manager

OTHER FUNCTIONS:

Must demonstrate dependability accountability time management use of reasoning and good judgment skills
Attend and participate in all required training sessions and meetings
Maintain open and consistent communication with Program Manager or designee supervisor and other colleagues
Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis
Able to react to change productively and perform other related duties as assigned
Able to work evenings weekends and holidays as needed
Able to work in a high-volume fast-paced high-stress environment
Comfortable working autonomously when given goals and deadlines

QUALIFICATIONS SKILLS & EXPECTATIONS:

Committed to embodying APA!s Core Values: Innovation Respect Drive Resourcefulness and Inclusion and cultural values: Humble Hungry Smart
Commitment to APA!s customer experience expectations
Passion for working well with staff volunteers and customershelping all individuals feel successful appreciated and connected to APA!s mission
Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
Comfortable working cross-functionally and serving as a liaison between volunteers customers and team members
Effective written and verbal communication skills; able to interpret rules procedures and instructional materials
Self-starter with strong time management; able to work independently and collaboratively
Excellent interpersonal skills; maintains a calm and professional presence in all situations
Strong attention to detail and high standards for quality
Adaptable to change and able to perform related duties as needed
Dedicated to delivering an exceptional and inclusive customer experience

Education and Experience

Minimum of 2 years of experience in volunteer coordination or management preferred
Experience in a veterinary clinic animal shelter medical department or similar environment is highly desirable.

Skills and Abilities

Strong leadership and interpersonal skills.
Excellent organizational and multitasking abilities.
Proficient in Microsoft Office Suite and volunteer management systems.
Exceptional communication skills both written and verbal.
Ability to handle confidential medical information with discretion.
Willingness to work weekends or evenings as needed.

Personal Attributes

Passionate about animal welfare and the mission of APA!.
Empathetic patient and capable of working with a diverse group of volunteers and staff.
Detail-oriented with a strong commitment to accuracy and safety.
Proactive problem-solver with a collaborative approach.
Eager to work with people and get them excited about APAs mission and the opportunities volunteering has to offer.

PHYSICAL JOB REQUIREMENTS :

Must be able to routinely lift 40-50 pounds
Must be able to work around animals (including diseased injured and/or potentially aggressive animals) loud noises chlorine or other chemicals and inclement weather
Must be able to comfortably interact with cats/dogs of various health levels including cats who may carry zoonotic diseases such as ringworm scabies intestinal parasites etc.
Able to be on your feet for multiple hours of the day
Must be able to visually observe people and animals from up to 150 feet away
Must be able to pass all required dog handling training required for this position
Must be able to focus in a loud and busy environment despite distractions
Must be able to walk around shelter as needed - uneven ground keeping a safe distance from dogs and handlers
If reasonable accommodations are requested reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job absent undue hardship to the organization.

WORK ENVIRONMENT:

Standard office environment with exposure to environmental conditions that include working with and near animals
Work is normally performed inside; some outside work is required
Exposure to unpleasant odors and noises.
Exposure to bites scratches and animal waste
Possible exposure to contagious diseases
Rapid pace with exposure to potential hazards including animal waste disinfectants and high levels of noise
Potential for animal bites and scratches and diseases that can be transmitted from animals to people
Occasional after-hours or weekend work may be required to support program needs

TIME COMMITMENT:

This is a full-time exempt position with an average of 40 hours per week (one weekend day is required).
Shift and schedule flexibility is required as weekly schedule is subject to change
Able to work evenings weekends and holidays as needed

WORKING RELATIONSHIPS: This position reports directly to the Director of Learning & Support Programs or another individual designated by APA!.

LOCATIONS:

Hwy 290 Medical Clinic - 4942 W Hwy 290 Austin TX 78735
APA! Main - Town Lake Animal Center 1156 West Cesar Chavez Austin TX 78703
APA! Cat Adoption Center and Gift Shop - 3108 Windsor Road Austin TX 78703
Tarrytown Dog Adoption Center Play Yard & Gift Shop - 3118 Windsor Road Austin TX 78703
APA! Neonatal Nursery - 3102 Windsor Rd Suite D Austin TX 78703
APA! Thrift Stores (Austin Round Rock & Pflugerville)
May travel to offsite locations as needed

BENEFITS:
Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees including subsidized employer-sponsored medical coverage subsidized and voluntary life insurance voluntary dental vision and short-term disability options all effective the first day of employment. We also offer voluntary wellness and emergency sick plans up to 2% match on 401(K) retirement plan supplemental benefits flexible spending accounts and additional life coverage. Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!s ongoing mission to advance our animal welfare professionals in our life-saving work.

EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT
Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color LGBTQ people women transgender and gender non-conforming people and people with disabilities to apply.

Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race color religion sex national origin age disability veteran status marital status sexual orientation gender identity or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion respect and integrity community focus and innovation.

APA! is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation please contact Talent Acquisition at at least one week in advance of your interview.

Required Experience:

Unclear Seniority

Volunteer Program AdministratorAPA! BACKGROUND: Austin Pets Alive! (APA!) is one of Austins most dynamic and best-loved nonprofits. The organization is the leader in the no kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues treats and adopts ...