Intake Coordinator
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Job Location:
Austin, TX - USA
Monthly Salary:
Not Disclosed
Posted on:
19 hours ago
Vacancies:
1 Vacancy
Job Summary
Intake Coordinator
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
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.
BRIEF POSITION SUMMARY/OVERVIEW:
The Intake Coordinator plays a vital role in APA!s lifesaving mission by ensuring the timely and efficient intake of animals. This role maintains strong partnerships with multiple shelters including Austin Animal Center to maximize lifesaving efforts. This position is essential for reducing euthanasia rates at APA!s target shelters in Texas and ensuring that Austin remains above a 95% live release rate. The Intake Coordinator oversees and implements the intake process for both dogs and cats including the neonatal populations ensuring a smooth transition into APA!s care. This role requires responsiveness strong communication skills problem-solving abilities and a proactive approach to managing shelter relationships and meeting intake goals across multiple organizations. The Intake Coordinators role is to help people help pets by supporting and guiding volunteers in completing daily intake functions. Rather than taking on all tasks independently this role works alongside volunteers as a teammate to ensure the work is carried out efficiently and effectively.
The Intake Coordinator 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 Intake Coordinator 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 or MOD coverage.
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:
BRIEF POSITION SUMMARY/OVERVIEW:
The Intake Coordinator plays a vital role in APA!s lifesaving mission by ensuring the timely and efficient intake of animals. This role maintains strong partnerships with multiple shelters including Austin Animal Center to maximize lifesaving efforts. This position is essential for reducing euthanasia rates at APA!s target shelters in Texas and ensuring that Austin remains above a 95% live release rate. The Intake Coordinator oversees and implements the intake process for both dogs and cats including the neonatal populations ensuring a smooth transition into APA!s care. This role requires responsiveness strong communication skills problem-solving abilities and a proactive approach to managing shelter relationships and meeting intake goals across multiple organizations. The Intake Coordinators role is to help people help pets by supporting and guiding volunteers in completing daily intake functions. Rather than taking on all tasks independently this role works alongside volunteers as a teammate to ensure the work is carried out efficiently and effectively.
The Intake Coordinator 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 Intake Coordinator 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 or MOD coverage.
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:
- Serve as the primary point of contact for AAC and partner shelters ensuring timely responsiveness and proactive problem-solving to save at risk animals.
- Manage and coordinate the intake process for dogs cats and neonatal animals adapting to the urgent and evolving needs of partner shelters to maximize lifesaving efforts.
- Strategically cultivate and maintain partnerships with appropriate contacts at rescue partners in an effort to increase the No-Kill Movement throughout the region & state.
- Collaborate across multiple APA! teams to ensure animals are properly prepared for placement medical intake and kennel space availability.
- Help monitor and manage kennel space ensuring efficient use and timely intakes.
- Maintain accurate records and ensure compliance with APA! and partner shelter policies.
- Work closely with the Behavior & Medical teams to discuss any potential pulls that have behavioral or medical issues.
- Maintain the waitlist and coordinate adoption and foster returns.
- Create animal records in APA!s shelter software either before they arrive or same-day as arrival. Enter relevant medical behavior and personality information and upload a clear up-to-date photo for each animal.
- Assist with medical intake exams as necessary.
- Meet all transporters and place collars on all new dogs ensure cats and kittens are unloaded and brought to the proper location following medical and behavior intake protocols.
- Help facilitate the necessary steps with our rescue partners and members of the public (PASS) to save lives by being as accommodating as possible with schedule with paperwork; understanding that all steps may not be reasonable for the circumstance - eliminating any barriers or limitations to our ability to help.
- Arrange volunteer transport from AAC to APA! Locations or between APA! locations; completing transport yourself if a volunteer is not found.
- Travel to partner shelters as needed to pick up animals and facilitate lifesaving intake into APA!
- Assist with the writing and creation of SOPs and training for new volunteers in the Admissions department.
- Identify challenges in the intake process and develop solutions that maximize lifesaving.
- Job duties may include some or all of the above and other duties as assigned by the manager.
- 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
- 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 work in a high volume fast-paced high-stress environment
- Able to react to change productively and perform other duties as assigned.
- Able to work evenings weekends and holidays as needed
- Comfortable working autonomously when given goals and deadlines
QUALIFICATIONS SKILLS & EXPECTATIONS:
- 1 years animal shelter or rescue experience
- 2 years of customer service experience
- Committed to embodying APA!s Core Values: Innovation Respect Drive Resourcefulness and Inclusion and cultural values: Humble Hungry Smart
- Willing and committed to working well with volunteers and staff in all roles
- 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
- Passionate about lifesaving and driven to reduce euthanasia at source shelters.
- A strong communicator who excels at building and maintaining partnerships.
- Highly adaptable and flexible able to pivot quickly to changing circumstances.
- Comfortable working across multiple teams and departments to ensure a seamless intake process.
- Detail-oriented and organized capable of managing intake logistics efficiently.
- Effective written and verbal communication skills; able to interpret rules procedures and instructional materials
- Outgoing and friendly - Be professional in words and tone while dealing with any person connected with APA!
- Provide an exemplary customer service experience to all of our rescue partners and members of the public (PASS returns)
- Can simultaneously manage multiple tasks deadlines and time-sensitive communications
- 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
- Mastery of APA!s shelter population software
PHYSICAL JOB REQUIREMENTS:
- Must be able to routinely lift 40-50 pounds
- Allergic conditions which may be aggravated when handling animals or in the course of the operations of APA! may be a disqualification.
- Must be able to focus in a loud and busy environment despite distractions
- Must be able to walk around TLAC as needed - uneven ground keeping a safe distance from dogs and handlers
- Must be able to visually observe people and animals from up to 150 feet away
- Ability to hear normal speech at close contact and shouting up to 150 feet away with ability to hear and discern dog vocalizations both soft and loud
- Will be expected to pass L2 walking classes for continued employment
- 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.
- Must be able to walk big dogs that pull and jump
- Able to be on your feet for multiple hours of the day
- 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:
- Uses own transportation to travel and transport
- 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
- After-hours or weekend work may be required to support program needs
TIME COMMITMENT
- This is a full-time nonexempt position with an average of 40 hours per week.
- 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 Admissions Manager and works closely with multiple APA! Departments.
LOCATION(S)
LOCATION(S)
- APA! Main - Town Lake Animal Center 1156 West Cesar Chavez Austin TX 78703 (Primary)
- APA! Neonatal Nursery at 3102 Windsor Rd Suite D Austin TX 78703
- 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:
IC
Key Skills
- Corporate Risk Management
- Electronics
- Infection Control
- Bakery
- ELV
- Accident Investigation
About Company
Austin Pets Alive! is not your average animal shelter. We pioneer innovative lifesaving programs designed to save the animals most at risk of euthanasia.
