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