Coordinator, Administration

Summary:

Are you passionate about helping animals in need and eager to advance the field of animal welfare? Do you thrive in a dynamic, complex, highly collaborative environment? If so, the role of Coordinator, Administration at the ASPCA’s new Recovery & Rehabilitation Center (R&R Center) in Pawling, NY might be right for you!

The Coordinator, Administration carries out administrative functions and projects under the direction of the Manager, Administration, and in support of the R&R Center leadership and programs. The individual in this role communicates with internal and external stakeholders on a regular basis to ensure the smooth functioning of all R&R Center programs.

The successful candidate for Coordinator, Administration is a true people person with sound judgement and excellent written and verbal communication skills. The ideal candidate is resourceful, solutions-focused, and a true team player who loves to help others, human and animal alike.

Recovery & Rehabilitation Center Overview

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.

This is an in-person position in Pawling, NY and has a target start date of 6/2/2025.

Responsibilities:

Responsibilities include but are not limited to:

Serve as a central communication point, assisting in creating and maintaining internal and external communication channels and the timely sharing of relevant information

Assist in the daily administration of the R&R Center, including oversight of office supply inventory, coordinating tours, and scheduling visitors

Provide administrative support to the R&R Center leads

Provide logistical support for tours, visitors, meetings, trainings, and other events

Ensure that individual and team wins are celebrated, working closely with people managers to ensure equitable and meaningful recognition

Create and maintain an up-to-date shared R&R Center calendar, tracking visitors, tours, events, trainings, milestones, PTO requests, and other important events for staff reference

Respond to public inquiries via phone, email, and in-person visits

Process mail as it arrives

Communicate with owners of animals in the R&R Center’s temporary care, as required

Conduct weekly check-ins with behavior, veterinary, and sheltering teams to ensure pet owners are provided accurate and appropriate information about pets receiving treatment at the R&R

Maintain the highest level of confidentiality while handling sensitive information and issues

Support management initiatives and presentations by assisting with data collection, preparing slides, templates, and forms as needed

Work closely with Manager, Administration to maintain an orderly online filing system and table of contents for entire R&R Center home drive

Provide support in the collection and management of animal health and behavior data

Assist as requested in behavior treatments and evaluations as a “novel person”

Provide support to R&R staff as they complete monthly expense reports

Support the Manager, Administration in the execution of new hire activities

Track and distribute uniform items as needed

Assist hiring managers with the onboarding process for new hires

Submit and follow-up on interdepartmental work requests on behalf of R&R leads

Collaborate with fellow admin professionals in Rehabilitation Services and across the ASPCA; follow the backup support SOP to ensure work is covered during out of office time

Other duties as assigned

Core Values

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

Requirements

Education and Work Experience

High School Diploma or GED required, B.S. or B.A. preferred

At least two years of experience providing administrative support in an office or shelter setting

Fear Free® Shelter Program certification (approximately 5 hours) required or completed within 60 days of hire

Qualifications

Valid driver’s license and ability to pass a motor vehicle history check demonstrating safe driving

Ability and willingness to travel up to 15% of the time

Able to work a flexible schedule when needed including days, evenings, weekends, and holidays

Fluent in the use of MS Word, Excel, PowerPoint; familiarity with shelter software systems or Salesforce a plus

Excellent written and oral communication skills

Able to regularly witness animals suffering medically and/or behaviorally

Comfortable with humane euthanasia in theory and in practice

Displays concern for the safety and well-being of self, animals and others, especially under stress

Fosters collaboration by creating strong connections with colleagues at all levels and in all areas

Builds strong work relationships based on trust, respect, and listening to understand

Freely and generously shares knowledge, skills, and expertise with others

Demonstrates genuine interest in the thoughts, ideas, and expertise of others

Proactively problem-solves and takes appropriate initiative to implement solutions

Flexible; can easily adapt to changes and help others do the same

Resilient; bounces back from difficult and disappointing situations quickly

Artfully flexes communication styles to best support diverse individuals

Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected

Sets a high standard by exhibiting transparency, integrity, honesty and strong ethical principles

Unafraid of hard conversations and approaches them openly, quickly, and kindly

Views conflict as generative, using disagreement to drive innovation, improve communication, clarify and articulate values, and build stronger relationships

Ability to sit for extended periods while working at a desk or computer

Occasionally lifting and carrying light office supplies, generally not exceeding 20 pounds

Manual dexterity and eye-hand coordination allowing for proficient use of keyboard, mouse, and other office equipment

Ability to communicate clearly in person, over the phone, and via email, which may involve speaking and listening for extended periods

Ability to move around the office to attend meetings and use office equipment

Work takes place in a variety of environments and weather conditions, including indoor climate-controlled spaces and outdoors where surfaces may be wet or uneven and extreme heat, cold, or precipitation is possible

Work may occur in noisy environments

Work involves exposure to chemical and biological hazards such as medications, cleaning products, urine, feces, blood, and sharp objects

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 $27.41 - $28.85 hourly.

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 visit our website to join our Talent Community and stay connected to future opportunities with the ASPCA.

Qualifications:

See above for qualifications details.

Language:

English

Education and Work Experience:

High School Diploma

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).