Manager, Administration and Foster
: Job Details :

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.Ourdedicated 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 Adoption Center teams to ensure coordinated response and operations, and holistic, balanced, high-quality care for the animals we serve.The Manger, Administration and Foster, ARC and CARE, (The Manager) oversees all administrative functions, foster operations, and special projects in support of the ARC and CARE departments. The Administration team collaborates closely with ASPCA's Adoption Center, Community Engagement, Humane Law Enforcement, Veterinary Forensics, Legal Advocacy & Investigations (LAI), Behavioral Sciences (BST) and Shelter Medicine Services (SMS) teams to ensure well-coordinated operations, high-quality care for victims of cruelty and neglect, and high-quality client services for their owners. The Manager plays a key role in this work to ensure that systems and processes are efficient and support the day-to-day operations of the ARC and CARE departments. The Manager sees to the daily administration and operations, including, supply ordering/processing, invoice tracking, data tracking and reporting, supporting the operations teams with scheduling of medical procedures, foster appointments and logistics in service of the movement of animals in and out of the ARC and CARE departments, managing the team's departmental plans, planning and execution of all ARC and CARE meetings and events, and forging positive and productive relationships between AAH/ARC/CARE and other departments.To succeed in this role, the Manager will thrive on managing multiple projects and in accomplishing the day-to-day administrative functions in a fast-paced environment with changing priorities. The Manager is a skilled multi-tasker who maintains a positive and solution-focused attitude and works well as part of a cohesive team. Additionally, this position also directly supervises three Administrators.* Shift is Sunday-Wednesday 9-7pmResponsibilities:Responsibilities include but are not limited to:Program Oversight, Administration, Foster, and Client Care: 60%Program/Administration* Manage and oversee the daily administrative operations for ARC and CARE.* Manage the ARC and CARE credit card accounts including creation and submission of timely monthly expense reports.* Monitor each department's expenses and ensure ASPCA resources are used appropriately.* Oversee and manage the ordering of supplies, and invoice processing for both ARC and CARE, ensuring that adequate supplies are ordered and provided to foster volunteers. Track charges and reports for legal case security hearings.* Partner with Centralized Services to maintain and organize inventory par levels in ARC and CARE.* Participate in daily ARC and CARE Rounds and ensure that animals are moving efficiently into and out of ARC and CARE; adjust operations as needed to improve animal flow.* Support Administration team in the daily maintenance of the ARC and CARE patient census.* Ensure efficient coordination of animal moves into and out of ARC and CARE, including scheduling appointments, organizing, and arranging transportation for all animals as needed for medical consultations and follow ups. Send records as needed.* With the leadership team, manage coordination, and be present on the floor, for all new NYPD and CE case preparation and intake needs ensuring safe and efficient intake processes for new cases.* Support Administration team in the daily maintenance of the ARC and CARE patient census.* Partner with the AAH Operations team to ensure timely collection, scanning, uploading, and filing all ARC and CARE treatment sheets weekly.* Assist with the creation, maintenance and organization of computer records and medical charts.* Oversee the creation and daily accuracy of signage for all rooms and kennels in ARC, CARE, AAH and for animals temporarily housed in the Adoption Center when needed.* Coordinate and facilitate engaging tours and shadowing experiences for ASPCA employees and/or key guests.* Contribute posts and photographs to The Scoop and FB Workplace to highlight department work, achievements, and other notable events.* Facilitate and support regular communication and celebration to support a positive work environment.* Support management initiatives and presentations by contributing to and participating in staff meetings and training sessions, preparing presentation slides, templates, and forms as needed.* Oversee and ensure logistical support for ARC and CARE meetings (virtual and in-person), events, conferences, webinars and conference calls including room setup, refreshments, A/V needs, catering, travel/accommodation, ASPCA swag, and recording minutes.* Manage work requests with Facilities, Centralized Services and Office Services by serving as the point-person for communications.Animal Flow, Foster, and Client Care* Support the Administration team in providing ongoing guidance and excellent client service to foster volunteer families and pet owners; step in to assist with or directly handle situations that require communication from the manager.* Support Administrators in appropriate and professional handling of any adverse client or patient events.* Participate in daily ARC and CARE Rounds and, in partnership with the Management team, ensure that animals are moving efficiently into and out of ARC and CARE; adjust operations as needed to improve animal flow.* Provide and document timely status updates to pet owners whose animals are in our care.* Provide timely pertinent status updates to Legal Advocacy and NYPD Liaisons.* Lead and support the scheduling and facilitation of owner visits, animal foster flow, RTOs, transfers to the R&R Center, Adoption Center, Placement Partner, and other transport needs.* Partner closely with the Adoption Center's Foster and Admissions Personnel teams, ARC and CARE Management, and Veterinarians to ensure smooth transfer of ARC/CARE animals to and from foster homes* In partnership with the Adoption Center Volunteer program leaders, guide the ARC and CARE teams in training, supervising and coaching volunteers; serve as the primary contact to ensure the ARC and CARE volunteers are on-boarded and provided with accurate and current information regarding operations and changes to volunteer duties daily.Special Projects* Support the Vice President, ARC and CARE, with the Quarterly Donor report, department presentations, record keeping, data collection and tracking, and special projects as needed.* Support the ARC and CARE Leadership Team in identifying, collecting, monitoring and interpreting important data indicators that will inform sound decision-making as well as training and development plans.People and Team Leadership (40%):* Build and maintain a high-performing team. Utilize training, coaching and continuous feedback to drive high performance and ensure the teams have what they need to be successful.* Onboard and train new staff and rotating veterinary interns.* Model the Leadership Big 3: set clear expectations, give feedback and receive feedback, and ensure opportunities for growth and development.* Provide regular, timely and direct feedback via weekly 1:1 check ins.* With the AAH/ARC/CARE Management Team, nurture a culture of learning, including ensuring a respectful and welcoming environment, active participation in goal setting and monitoring, clear expectations, and regular practice of feedback and after-actions.* Be a consistent and visible presence on the floor to answer questions, receive feedback, lend a hand, and ensure deep understanding and support of ARC and CARE's team culture and operations.* Ensure continuous coverage for events/ team meetings and training sessions to ensure staff and animal safety.* Forge authentic relationships to support a strong and positive team culture that works together with a high level of accountability.* Manage direct reports' time off requests and Administrator staff schedules ensuring adequate staffing 7 days per week.* Always maintain adequate Administrator staffing levels; re-assign appropriate responsibilities to each staff member to maximize coverage in the event of call outs, increased intake volume, etc.* Conduct annual performance reviews of direct reports, taking appropriate disciplinary actions when necessary.* With the Management team, prepare the monthly team meeting agendas for thought provoking, engaging, team centric meetings that broaden the knowledge of the team and promote active participation and opportunities for team and individual growth.* Connect the ARC and CARE Administrator Team with the work of ARC and CARE departments and the organization. Provide timely updates about our cases, important team milestones, outcomes, and placements to continuously engage the team and promote learning.* Oversee, create and support adherence to all ASPCA Animal Hospital/ARC/CARE protocols, including behavior, medical, nutrition, safety, and sanitation.* Monitor and report team concerns and observations to the Medical and Behavior teams.* With the Administrator team, effectively communicate and oversee needed changes to handling, walk orders, PPE, medical and behavior treatments.* Listen to and understand employee concerns, encouraging staff to solve problems and provide viable solutions. Appropriately address and elevate concerns to ARC and CARE Senior Leadership for timely resolution.* With the ARC and CARE Management Team, coordinate milestone recognition for staff.* Approve payroll and track employee attendance in adherence to ASPCA's Attendance Policy, recommending updates to scheduling and staffing protocols.* Plan employee engagement activities and coordinate other special events with internal groups.* Support and participate in management initiatives and attend and contribute to all required staff meetings and training sessions.* Ensure Fear Free certifications are achieved and maintained for direct reports.* Serve as a champion in times of change and work with the Vice President, and ARC and CARE Leadership Team in identifying ways to improve operational, medical, and behavior protocols.* Support the coverage of the CARE Director and ARC Director in their absence.* Perform all the duties of the Administrator position when needed.Education and Work Experience* Minimum of bachelor's degree and/or equivalent work experience.Skills Requirements:* Outstanding ability to handle animals for using Fear Free practices.* Ability to give and receive direction in a fast paced, dynamic environment.* Ability to plan, organize, and effectively present ideas and concepts.* Excellent communication skills with people, enjoy working with people.* Excellent organizational and time management skills.* Excellent ability to provide timely and professional communication and service to internal and external stakeholders.* Excellent and demonstrated ability to be a team player.* Comfortable with humane euthanasia in theory and practice* Ability to walk, bend, stand and reach constantly during a minimum 8-hour day.* Able to lift and carry supplies of up to 40 lbs.* Able to safely walk and handle dogs 100 lbs. or over, up and down stairs.* Able to safely handle fearful, aggressive cats.* Dependable and ability to demonstrate regular and reliable attendance.* English required and Spanish speaking a plusCompensation 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 $72,000-$77,000.For more information on our benefits offerings, click here.Stay Connected - Join Our Talent CommunityIf 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.Training Requirements:* Fear Free certification required or within 30 days of employment.Additional Information:* Rotating holidays and storm coverage days are required.* Must have flexibility in schedule to accommodate program needs.* Deploy nationally with National Field Response Team (NFR) and/or locally with CE/NYPD at least once per year.* Must demonstrate the ability to interact effectively with ASPCA employees, clients and the public.* Maintain strict confidentiality when dealing with criminal cases.* Manager, Administration and Foster may be requested and/or required to work additional hours, weekends, cover shifts and/or stay late.Qualifications:See above for qualifications details.Language:English (Required), SpanishEducation and Work Experience:High School Diploma (Required)1+years working in a managerial position, preferably in a veterinary practice or animal shelter., 3+years in a fast-paced position with administrative functions., Familiarity with using Excel, Word, ImproMed, Civicore, Salesforce, and, Canva, Power Point., Minimum of 3 years veterinary hospital and/or animal shelter experience., Prior experience managing programs a plus, Veterinary medical and animal behavior knowledge base a plus.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).