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 ASPCA’s 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 the 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.

*The schedule is a Wed-Sat 9-7

Responsibilities:

Responsibilities will include, but are not limited to:

Department Administrative Support:  50%

  • Provide administrative and logistical support for a wide range of tasks in the Animal Recovery Center.
  • 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 Integrated Care Assistants (ICA).
  • Collect, organize, scan, upload and file weekly treatment sheets as scheduled to maintain up to date medical records.
  • Create, organize, and keep current the animal signage.
  • Maintain departmental spreadsheets and the ARC census daily.
  • Coordinate forensic needs for new cases in the Animal Recovery Center.
  • Coordinate animal moves into and out of the Animal Recovery Center, 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 Manager and Director. Take and disseminate notes.
  • Assist the doctors with exams for fosters/owned animal rechecks.
  • Communicate with pet owners and coordinate phone calls, scheduling of 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 ARC events for future use in monthly and quarterly reports and Workplace 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.
  • Order animal and case specific supplies and medications.
  • Oversee ordering of the ARC stock and Amazon Charity lists to ensure responsible use of resources and accurate par levels.
  • Assist the Vice President and Director 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 animal’s 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 partner.
  • Enter foster volunteer communications in Civicore.
  • 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 CARE, 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 ASPCA’s 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

Education and Experience:

  • High School degree – required
  • Bachelor’s degree - preferred
  • At least one year of experience working in a veterinary hospital and/or shelter preferred
  • At least one year of experience in an administrative/coordinator role preferred
  • Customer service experience required

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.
  • 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.
  • Ability to handle large breed dogs with unpredictable behavior and under socialized cats.
  • Complete Fear Free Shelter certification within 6 months of hire

Language:

Fluent in English required. Bilingual (fluent in English and Spanish) is a plus but not required.

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. 

The target hiring range for this role is $26.35 - 27.80.

For more information on our benefits offerings, visit our website.

Stay Connected – Join Our Talent Community:

If you are interested in joining our team but do not see a position listed that fits your experience or interests, please join our Talent Community to stay connected to future opportunities with the ASPCA.

    Qualifications:

    See above for qualifications details.

      

    Language:

    English (Required), Spanish

    Education and Work Experience:

    High School Diploma (Required)

      

    Applicants that are residents of Colorado: Per CO Senate Bill 23-058, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries in the initial interview. We are permitted to require/request additional application materials; if those materials contain any age-related information, an applicant may redact the information before submitting an initial employment application.

    Our EEO Policy:

    The ASPCA is an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

    Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.  A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA.  Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

    Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status,  or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

    ASPCA is an Equal Opportunity Employer (M/F/D/V).

    Please don’t forget to attach your resume to complete your application.

    About Us:
    The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

    The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

    The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

    At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

    Applicants that are residents of Colorado: Per CO Senate Bill 23-058, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries in the initial interview. We are permitted to require/request additional application materials; if those materials contain any age-related information, an applicant may redact the information before submitting an initial employment application.