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Bow Valley SPCA Administrator-Position Filled

JOB DESCRIPTION

JOB TITLE: Bow Valley SPCA - Administrator

LOCATION: Carla Cumming Sojonky Adoption Centre

Canmore, Alberta

REPORTING TO: Centre Manager and Board of Directors

DATE: May 2018

MISSION:

Our mission is to provide our community with an adoption centre following a no kill, no cage philosophy to shelter, care for and re-home stray and abandoned dogs and cats and promote humane attitudes and responsible pet companionship through educational programs and community leadership.

Applications should be sent to: hr@bowvalleyspca.org

POSITION SUMMARY:

Responsible for supporting and participating in the day to day operations and administration, on location. Providing coverage for Centre Manager in their absence.

Generally, a 37.5 hour/week, full-time hourly position; schedule Wednesday through Sunday, 9:30 a.m. – 5:30 p.m. (unpaid 30-minute break); flexibility is required as this schedule will vary at times due to events & other activities which require participation.

Areas of responsibility include (but are not limited to) the following:

ADMINISTRATION:

  • General office administration
  • Email management & prompt responses
  • Prepare information packages for adopters
  • PetPoint data entry, data management/quality control; help track animal observations, details & general information
  • Train others on use of Pet Point
  • Record donations & issues receipts
  • Send thank you notes and acknowledgements of/to donors
  • Maintain statistics as required by the Board
  • Key control
  • General Accounting duties
  • Weekly Cash Out to complete
  • Maintain, manage & communicate a schedule of events & programs occurring at the Centre, ensuring everyone (ACA’s, Board, Volunteers) is aware of what is happening e.g. training programs, tours, meetings, agility session
  • Assist with maintaining accurate Volunteer database
  • Creation of presentations and other documents as required

FRONT DESK DUTIES:

  • Welcome visitors to the Centre
  • Respond to customer needs
  • Answer phone, check messages & respond accordingly
  • Training Volunteers on the desk
  • Monitor volunteer activity, issues keys etc.
  • Ensure dog handling & walking protocols are followed

COMMUNICATIONS SUPPORT:

  • Update Centre information presentation for lobby TV screen
  • Assist with scheduling & execution of Adoption Centre tours to groups arranged through the Education or Fund Development Committees
  • Proactively use social media platforms (primarily Facebook and Instagram) to promote our animals, educational messaging, events, fundraising, news, and to recognize volunteers.
  • Support our social media presence through content creation (photos, videos, text) and using social media to interact with members of the public on behalf of the Bow Valley SPCA.
  • Newsletter creation and circulation
  • Send emails as required using various systems e.g. Mail Chimp

BOARD RELATIONS:

  • Liaison & collaboration with Board Members as required

VOLUNTEERS:

  • Works closely with the Volunteer Coordinator to support, coordinate and recognize the community volunteers
  • Direct and answer volunteer’s questions
  • Assist with the on boarding of Volunteers
  • Report information on Community Service and high school volunteer as required
  • Ensure any volunteers working with the dogs have successfully completed Open Paw training

PUBLIC RELATIONS AND EVENTS:

  • Establish & maintain a positive presence in the community for the Centre
  • Share information on the mission and mandate
  • Greet public, answer questions
  • Assist with the planning & execution of Centre events

MISC. DUTIES:

  • Assist with weekly supplies run
  • Assist with surrenders & adoptions
  • Take animals to Veterinarians for routine exams & vaccinations, if required
  • Spend time with the animals at the Centre and assist as required to ensure their needs are met throughout the day

REQUIRED SKILLS, EXPERIENCE & QUALIFICATIONS:

  • Proven administrative skills
  • Proficiency in use of computers including database management, social media, website management (Microsoft Office products competency e.g. Excel., Word, PPT); some graphic design experience an asset
  • Strong organizational & time management skills; Enjoys multi tasking
  • Post-secondary education preferred
  • Previous non-profit organization experience an advantage
  • Personable and able to develop rapport comfortably with visitors, volunteers, donors & adopters etc.
  • Team oriented, collaborative style
  • Experience working in animal care an asset;
  • Comfortability & confidence in handling cats & dogs and assisting with animal care required
  • Animal welfare related volunteering or work experience as an asset

CLOSING DATE FOR APPLICATIONS: Friday, May 18, 2018