Position Title: Admissions Coordinator
Department: Shelter Services and Operations
Salary: $19/hour
Job Type: Full-Time
Requirements: Certified Veterinary Technician OR Licensed Veterinary Technician
POSITION SUMMARY
The Admissions Coordinator is a vital member of the BFHS Shelter Services Operations team and is responsible for providing the highest quality of care to the animals in residence at the Benton-Franklin Humane Society. Responsibilities include receiving in and handling animals for adoption; assisting clients with setting up appointments for intake or offering resource information for a variety of circumstances such as other agency or rescue information or medical options; set up housing and screen animals in preparation for adoption. Every staff member must contribute to a safe working environment and work as a collaborative team member. All BFHS staff members contribute to the stewardship of the organization’s mission and are expected to stay current on and understand issues related to animal welfare and BFHS programs.
DUTIES AND RESPONSIBILITIES
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their leadership team. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.
- Consistently provide excellent customer service, hospitality and responsiveness. Greet and welcome visitors to the shelter, be accessible to answer questions, take initiative to guide visitors to appropriate BFHS services.
- Demonstrate empathy appropriate to the situation. Demonstrate strong ability to regularly handle emotionally charged situations including assisting clients with surrendering pets for adoption. Manage emotionally charged situations with tact, empathy and respect for all parties involved. Maintain personal composure in the face of interpersonal conflict.
- Treat all pets, employees, volunteers, and clients with dignity and respect on and off the premises. Thank visitors for coming to the shelter.
- Provide assurance to clients by being knowledgeable, courteous and trustworthy when providing information about shelter policies, programs, and promotions.
- Maintain knowledge of pet inventory, shelter events, adoption promotions and special needs of the shelter on a daily basis. Maintain knowledge of incoming animal procedures.
- Gather client information and provide education regarding the adoption, surrender or redemption of a pet in a complete, accurate and professional manner.
- Utilize tools such as the Request for Medical Intake forms, Adoption Questionnaires, Behavior Assessment, Physical Exam, Daily Observations, Enrichment forms and Previous Owner Questionnaires to assist in successful re-homing of companion animals.
- Observe the health and temperament of shelter’s animals, document and report changes to leadership team.
- Monitoring the health, temperament and behavior of the dogs. Handle dogs in a manner that is safe and decreases as much stress for the animal as possible. Recognize when a dog may need time to “settle” before, during or after handling of dog.
- Perform behavior Assessment and prepare incoming animals for adoption placement. This includes physical exam, vaccinations, microchipping, collar, photo, weight and schedule alter surgery when needed. Restrain animals appropriately while performing exam.
- Knowing when to escalate to the Supervisor/Executive Director at time of intake or submitting a med request for any medical concerns before or after intake.
- Know when to escalate to Supervisor/Executive Director or at time of intake or submitting request for behavior concerns before or after intake
- Preparing and providing accurate and meaningful documentation for the animals.
- Apply Training consults according to established SOP protocols.
- Identify behavior concerns to determine appropriate course of action. Apply Enrichment plans when needed.
- Accurately document behavior observed according to established protocols.
- Monitor all animal related information on kennel cards, correcting errors and adding new information upon observation. Ensure that all animals are correctly identified and that all cages have accurate animal information posted.
- Perform data entry and documentation in to BFHS information database in a timely, accurate and understandable manner.
- Reliably and accurately complete work by following up on requests, checking work for errors, completing requests on or before deadlines and assuming responsibility for successes and errors.
- Enter pet and client information into shelter software programs accurately and in a timely manner. Anticipate customer needs and continually search for ways to increase customer satisfaction.
- Understand how to run, read and analyze shelter reports as well as how to implement strategic intake guidelines and procedures to ensure the shelter is functioning at optimum capacities.
- Maintain confidentiality and highest degree of integrity with respect to every transaction.
- When appropriate, refer public to resources outside of BFHS that may meet their specific needs or requests including breed rescues, other adoption agencies, and spay/neuter assistance programs.
- Work daily with animals of varying species, size and temperament, handling individual animals in a safe, caring and respectful manner occasionally including deceased animals.
- Continuously develop a working knowledge of companion animal breeds and basic animal behavior.
- Maintain open communication and collaborate with other BFHS departments when evaluating incoming pets. Collaborate and communicate effectively with each staff member regarding any animal in residence.
- Attend staff meetings and trainings as scheduled. On daily basis, read communication log and memos.
- Adhere to all BFHS safety, training, handling and transportation protocols in order to ensure that the Shelter environment is safe for animals, the public, volunteers and other employees. Maintain a clean and orderly work area. Restock materials regularly.
- Wear required clothing, identification and safety garments/equipment as defined by BFHS policies and procedures. Carry phone/radio per department policy.
- Maintain a clean, safe and orderly work environment by continually cleaning up after animals and proactively monitoring animal areas for cleanliness.
- Assist in training new staff /volunteers.
- Perform any other duty as request by management.
WORK CONTACTS
- Interaction with BFHS staff members, volunteers, donors and a diverse cross section of the general public is constant. Occasional contact with Animal Control organizations, breed rescue groups, veterinarians and other animal-related organizations. Contact and communication is carried out through face to face, radio, telephone and electronic interactions. Communication must be clear, understandable, professional and respectful in all circumstances.
SUPERVISORY RESPONSIBILITY
WORKING CONDITIONS
§ Work is performed concurrently in an animal shelter environment, with occasional exposure to various outdoor conditions.
§ Holiday, weekend and evening work may be required.
§ Animal contacts and related injuries may occur. Must be comfortable handling dogs and cats on a daily basis. May occasionally handle sick, injured or deceased pets.
§ Work can be physically and/or emotional demanding.
§ Noise exposure varies and often includes uncontrolled barking and other animal vocalizations.
§ Animal waste related contact, smells and visual exposure is prevalent.
Decision Making Authority
- Work according to established procedures. Leadership team routinely spots checks work. Work is subject to general management review.
PHYSICAL REQUIREMENTS
- Must be able to lift, move, restrain, guide or manage an animal weighing up to 150 lbs on a frequent basis.
- Prolonged standing, walking, and/or stooping may occur.
- Frequent climbing, bending, stooping, crawling, lifting and carrying.
- Frequent lifting and moving of inanimate objects weighing up to 50 lbs.
- Frequent pushing and pulling of carted items weighing up to 100 lbs.
- Frequent use of hands and arms at or above shoulder level.
- Ability to respond and perform life saving techniques in an emergency situation.
- Occasional driving on public roadways in varying weather and traffic conditions.
Education, Training and Competencies
Minimum Requirements
- Initial and continued employment is conditional upon the successful inspection of a criminal background check. This position is subject to pre-placement drug screening.
- High school graduate or GED equivalent.
- 1-3 year(s) related work experience in customer service, retail or food service.
- Excellent verbal and written communication skills.
- Able to communicate with a diverse population in a consistently informative, welcoming, respectful and professional manner.
- Able to maintain a professional and neat appearance at all times.
- Able to solve problems in a constructive and positive manner.
- Exercises sound judgment during all interactions with the public, staff and volunteers.
- Knowledge and experience working with a wide variety of dog and cat breeds.
- Basic working knowledge of computer hardware and software programs.
- Able to work weekends, evenings and holidays as requested.
- Able to be bonded, maintain a valid Oregon or Washington Driver’s License and provide proof of auto insurance.
Job Type: Full-time
Pay: $19.00 per hour
Job Type: Full-time
Pay: $19.00 per hour
Benefits:
- Employee discount
- Paid time off
- Uniform allowance
Experience:
- Customer service: 1 year (Required)
- Veterinary technician: 1 year (Preferred)
- Computer skills: 1 year (Preferred)
Shift availability:
Work Location: In person
