Senior Manager, Administration

Summary:

Lifesaving impact rewarding careers: For more than 150 years the ASPCA has been on the frontlines to save transform and protect the lives of millions of animals. We are looking for a Senior Manager Administration to join a world-class team integrated sheltering behavioral and medical care for victims of cruelty at our Rehabilitation & Recovery (R&R) Center to support lifesaving care and make a critical impact on the vulnerable animals who need us most.

The right candidate for this position is so much more than a resume - please take advantage of your cover letter to tell us why you are the one we are looking for!

Who We Are

The R&R Center in Pawling NY is a unique program dedicated to providing integrated sheltering behavioral and medical care for canine victims of cruelty. The R&R Center team works closely with ASPCA teams in New York City to help animals rescued in partnership with the NYPD.

What Youll Do

The Senior Manager Administration at the ASPCAs Recovery & Rehabilitation Center (R&R Center) is a strategic program leader responsible for enabling the effective aligned and mission-driven functioning of the ASPCAs Recovery & Rehabilitation Center. Serving as the principal administrative and coordination partner to the Vice President this role ensures leadership priorities are translated into coherent execution across programs teams and resources.

Operating with a high degree of independence and discretion the Senior Manager provides program oversight senior leadership decision support and cross-functional integration in a complex mission-critical environment. The role balances hands-on leadership with forward-looking planning financial and cultural stewardship and people leadership in support of the ASPCAs lifesaving work.

• The Senior Manager Administration reports directly to the Vice President Recovery & Rehabilitation Center and has 2 direct reports.

Where and When Youll Work

• This position is an on-site role and reports to Recovery & Rehabilitation Center in Pawling NY.

• The typical schedule will be Monday through Friday 9am-5pm EST. Occasional weekends and/or evenings required to support the needs of the program. Schedules are subject to change as needed by the ASPCA.
• Ability and willingness to travel up to 5% of the time as needed.

What Youll Get

Benefits

At the ASPCA you dont have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include but are not limited to:

• Affordable health coverage including medical employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time paid personal time sick time bereavement time paid parental leave and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes on-the-job training coaching and mentorship with industry-leading peers internal mobility opportunities to support in the field and so much more.

For more information on our benefits offeringsvisit our website.

Responsibilities:

Responsibility buckets are listed in general order of importance. They include but are not limited to:

Administrative Leadership & Strategic Alignment

• Serve as organizational integrator for the R&R Center maintaining a broad enterprise-level understanding of how programs departments and initiatives connect and using that perspective to support alignment and effective execution.

• Translate leadership priorities into coordinated plans and workflows ensuring consistency across operational financial and people-related activities.

• Represent the R&R Center in cross-functional forums advocating for departmental needs ensuring alignment with enterprise priorities and working to resolve misalignment before it impacts outcomes.

• Ensure follow-through and accountability on Vice President decisions across program teams.

• Maintain visibility into competing priorities and interdependencies proactively identifying risks misalignments or capacity constraints and surfacing options for resolution.

• Facilitate strategic alignment in leadership and team forums by grounding discussions in enterprise objectives program and organizational goals progress indicators and resource considerations.

• Lead and manage cross-functional initiatives and special projects on behalf of the Vice President coordinating inputs and advancing work to completion.

Senior Leadership Partnership & Decision Support

• Act as a trusted advisor and operational extension of the Vice President supporting planning prioritization and execution of strategic objectives.

• Serve as a thought partner to R&R leadership offering data-informed insights and recommendations grounded in operational financial and cultural analysis.

• Conduct research and analysis related to operations culture and resource use translating findings into clear actionable insights.

• Prepare leadership-level agendas briefings presentations and talking points that synthesize complex information and support informed decision-making.

• Track and support follow-through on leadership decisions by coordinating implementation and monitoring progress across teams.

• Independently manage the Vice Presidents calendar and travel exercising judgment to align time and attention with organizational priorities.

• Communicate decisions priorities and updates on behalf of the Vice President with clarity accuracy and appropriate authority.

Operational Oversight & Administrative Infrastructure

• Serve as the institutional knowledge lead for the R&R Center supporting continuity informed planning and effective onboarding.

• Design maintain and deliver training materials job aids and documentation to support shared understanding of administrative and operational practices.

• Provide leadership and oversight of shelter-wide administrative operations ensuring systems processes and workflows support both current needs and evolving program demands.

• Continuously assess administrative operational effectiveness and implement improvements to enhance efficiency clarity and consistency.

• Coordinate travel for Vice President as well as team members traveling to other locations

• Serve as the primary liaison for Facilities IT Procurement and Office Services independently addressing routine needs and coordinating solutions for more complex matters.

Financial Management & Resource Stewardship

• Exercise sound judgment in independently reviewing and approving purchasing requests expense allocations and reimbursements in accordance with established guidelines.

• Partner with the Vice President on budget management forecasting and annual financial planning.

• Monitor departmental spending trends and resource utilization preparing and presenting regular financial updates to senior leadership.

• Manage vendor relationships and serve as the primary point of coordination with Procurement and Accounts Payable.

• Oversee timekeeping reimbursements and financial documentation ensuring accuracy compliance and responsible stewardship of ASPCA resources.

People Leadership & Culture Stewardship

• Manage a team of 2 employees to succeed in their role by communicating clear expectations providing opportunities for learning and development and building positive and trusting relationships.

• Support your direct reports by holding regular effective feedback conversations career conversations annual performance evaluations and ongoing check-in conversations with each team member on a cadence thats appropriate for their role(s).

• Provide direct leadership and supervision to administrative staff including goal setting performance management coaching and professional development.

• Oversee the day-to-day work of administrative staff maintaining a high standard for communication discretion and outputs.

• Build and sustain a collaborative accountable administrative team aligned with organizational values and program priorities.

• Appropriately delegate tasks to direct reports ensuring continuity and timeliness in meeting program and organizational objectives.

• Partner with fellow R&R Center leadership and the People Team on workforce planning recruitment onboarding and retention efforts.

• Own and continuously refine onboarding frameworks materials and processes to ensure a consistent and effective experience for new hires.

• Coordinate onboarding logistics compliance requirements (including I-9 verification) and uniform inventory.

• Support hiring managers with interview coordination and candidate engagement.

• Lead collection and analysis of employee engagement and culture data translating insights into practical improvements.

• Proactively address team dynamics performance issues and conflict with discretion fairness and professionalism.

• Champion a positive inclusive and mission-driven workplace culture.

Stakeholder Engagement & External Interface

• Represent the R&R Center in community forums and at Center events.

• Build and maintain strong partnerships with external facing teams including Talent Acquisition Communications and Philanthropy ensuring accurate messaging representation of programs and strong donor and stakeholder engagement.

• Build and maintain relationships with local donors media external shelter partners and high-profile visitors to the R&R Center; provide comprehensive tours and briefings.

• Coordinate donor media and stakeholder visits including logistics and high-level tours.

• Serve as a point of contact for public inquiries and sensitive communications exercising the highest level of discretion and sound judgment.

Qualifications

• Builds positive relationships and communicates effectively with all levels of staff and volunteers.

• Demonstrates good judgment diplomacy sensitivity and respect for confidentiality.

• Strong team player combined with ability to self-manage and work independently.

• Excellent organizational and verbal/written communication skills.

• Proactive with the ability to anticipate needs and reprioritize assignments as necessary.

• Ability to work in proximity to behaviorally and medically compromised animals and feel comfortable working in an environment where humane euthanasia is performed.

• Quick to recover from difficult situations.

• Ability to use good judgement and maintain confidentiality

• Fluency in Microsoft Office required

• Familiarity with Workday Airtable and/or Canva a plus

• Must be able to occasionally lift and move up to 50 pounds.

• Ability to drive a vehicle if needed. Must provide a valid drivers license upon hire and pass a motor vehicle history check demonstrating a safe driving history.

• Ability to exemplify ASPCAs core values and behavioral competencies

Education and Work Experience

• HS Diploma GED required or equivalent experience

• Minimum 2 years of experience supporting administrative and financial responsibilities required

• Minimum 1 year experience supervising direct reports required

• Experience reporting expenses and monthly budget analysis required

• Experience managing calendars for others required

• Experience coordinating travel for others preferred

• Experience in animal welfare preferred; Animal sheltering experience a plus

• Project management experience a plus

• Professional experience writing editing and/or proofreading experience a plus

• Fear Free Shelter certification is required within 60 days of hire.

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