Tree House Humane Society
Admission Coordinator
Tree House Humane Society, Chicago, Illinois, United States, 60290
TREE HOUSE HUMANE SOCIETY JOB DESCRIPTION
JOB TITLE: Admissions Coordinator
DEPARTMENT: Shelter Operations
REPORTS TO: Shelter Manager
EFFECTIVE DATE: 9/1/2024
The Admissions Coordinator is a multifaceted role responsible for maintaining cohesive and smooth communication with organization stakeholders and members of the public, which includes the intake and transfer of cats into the shelter. Serving as the face of Tree House, this position provides professional and welcoming service to all internal and external clients, reflecting the organization's values and mission. In this role, the coordinator ensures that each client, regardless of their reason for visiting, previous experiences, or current attitudes, receives comprehensive and collaborative access to resources and services. The ultimate goal is for every client to leave feeling positive and satisfied with their interaction with Tree House. Key duties and responsibilities include:
Shelter Services:Provide excellent customer service to internal and external community members.Direct emails and calls in a timely manner, manage and receive appointments, and ensure an impeccable educational and supportive experience for all guests.Facilitate cash and credit card transactions at the front desk.Maintain accurate cash drawers and reliable reconciliation.Maintain updated animal and people records through historical and immediate data entry.Issue regular reports as needed and ensure accurate and quality data and reporting in shelter software and records.Provide general administrative assistance to shelter operations and other staff, including opening and closing task lists.Animal Intake:
Field intake requests from the public and shelter partners, including managing waitlists and scheduling intakes as well as in-person conversations with individuals looking for intake.Manage intake processes, ensuring metrics are met and fall within projected organizational goals.Ensure intake aligns with organizational resources (capacity, medical, spay/neuter, behavior, age) and needs.Prioritize intakes based on local needs and Tree House's intake criteria, considering current and projected shelter capacity.Maintain and build relationships with transfer partners to help alleviate overcrowding in regional shelters.Conduct preliminary behavior and medical evaluations of felines considered for the adoption program.Facilitate communication with the shelter medical team regarding potential intakes with medical needs.Collaborate with the Foster Department regarding intakes requiring in-home care versus in-shelter care.Coordinate with transportation volunteers to transport animals to and from the shelter.Ensure the integrity, accuracy, and completeness of incoming animal records, including taking and uploading photos and videos at the time of admission.Collaborate with other shelter departments to ensure intake processes align with the capacity and capabilities of various shelter areas.Demonstrate flexibility and objectivity in decision-making regarding intake and shelter capacity.Coordinate with transfer partners to intake cats into the program and assist in the intake process of cats transferred from local/regional shelters.Use an organization van for deliveries or pick-ups of animals or supplies as needed, following Transport Best Practices.Assist in population management to ensure proper flow of cats through the shelter, including participation in daily shelter rounds.Assist in the training of volunteers and new staff.Additional Responsibilities:
Train and work with volunteers and perform other duties as assigned.Attend staff meetings and training classes as scheduled.Act as a representative of the organization.Perform any duties and responsibilities related to caretaking, and support functions of the operations department as needed.Ensure a safe work environment by following all safety guidelines and modeling safe work practices, taking immediate action to address any safety concerns.SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.QUALIFICATIONS:
Associate's Degree, or at least 2 years experience working in an administrative or professional capacityAt least 1 year experience working with cats and kittens in a shelter, rescue, or veterinary practice environment (volunteer experience is acceptable)Computer skills required: Knowledge of Microsoft Office products and basic office equipment. Familiarity with shelter management software preferred.Familiarity with cat behavior is preferred.Must have a valid drivers licenseStrong organizational skills and attention to detailSelf-starter with excellent oral and written communication skills and ability to manage and resolve conflicts in a professional mannerStrong interpersonal skills and the ability to build relationships and interact with a wide range of personalities and work styles, both individually and within groups of diverse constituentsCOMPETENCIES:
Attendance & Dependability - Is consistently at work and on time. Follows instructions and responds to management direction. Provides consistent, timely, high-quality work. Follow through on commitments. Uses time efficiently. Takes responsibility for own actions.Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Goes beyond basic service expectations to help customers. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.Diversity - Enthusiastically works with all employees, regardless of race, gender, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and sensitivity to cultural and individual values.Ethics - Respects and maintains confidentiality. Tells the truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.Teamwork - Listens and responds constructively to others' views. Gives and welcomes feedback. Provides assistance to others when they need it. Share expertise. Acknowledges others' effort and contribution. Puts success of team above own interests. Creates a positive work environment.PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Frequently required to stand.Frequently required to sit.The employee must occasionally lift and /or move more than 40 pounds.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Tree House Humane Society is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. Tree House Humane Society does not discriminate against any individual with respect to the terms and conditions of employment based on that individual's race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Tree House Humane Society is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.
JOB TITLE: Admissions Coordinator
DEPARTMENT: Shelter Operations
REPORTS TO: Shelter Manager
EFFECTIVE DATE: 9/1/2024
The Admissions Coordinator is a multifaceted role responsible for maintaining cohesive and smooth communication with organization stakeholders and members of the public, which includes the intake and transfer of cats into the shelter. Serving as the face of Tree House, this position provides professional and welcoming service to all internal and external clients, reflecting the organization's values and mission. In this role, the coordinator ensures that each client, regardless of their reason for visiting, previous experiences, or current attitudes, receives comprehensive and collaborative access to resources and services. The ultimate goal is for every client to leave feeling positive and satisfied with their interaction with Tree House. Key duties and responsibilities include:
Shelter Services:Provide excellent customer service to internal and external community members.Direct emails and calls in a timely manner, manage and receive appointments, and ensure an impeccable educational and supportive experience for all guests.Facilitate cash and credit card transactions at the front desk.Maintain accurate cash drawers and reliable reconciliation.Maintain updated animal and people records through historical and immediate data entry.Issue regular reports as needed and ensure accurate and quality data and reporting in shelter software and records.Provide general administrative assistance to shelter operations and other staff, including opening and closing task lists.Animal Intake:
Field intake requests from the public and shelter partners, including managing waitlists and scheduling intakes as well as in-person conversations with individuals looking for intake.Manage intake processes, ensuring metrics are met and fall within projected organizational goals.Ensure intake aligns with organizational resources (capacity, medical, spay/neuter, behavior, age) and needs.Prioritize intakes based on local needs and Tree House's intake criteria, considering current and projected shelter capacity.Maintain and build relationships with transfer partners to help alleviate overcrowding in regional shelters.Conduct preliminary behavior and medical evaluations of felines considered for the adoption program.Facilitate communication with the shelter medical team regarding potential intakes with medical needs.Collaborate with the Foster Department regarding intakes requiring in-home care versus in-shelter care.Coordinate with transportation volunteers to transport animals to and from the shelter.Ensure the integrity, accuracy, and completeness of incoming animal records, including taking and uploading photos and videos at the time of admission.Collaborate with other shelter departments to ensure intake processes align with the capacity and capabilities of various shelter areas.Demonstrate flexibility and objectivity in decision-making regarding intake and shelter capacity.Coordinate with transfer partners to intake cats into the program and assist in the intake process of cats transferred from local/regional shelters.Use an organization van for deliveries or pick-ups of animals or supplies as needed, following Transport Best Practices.Assist in population management to ensure proper flow of cats through the shelter, including participation in daily shelter rounds.Assist in the training of volunteers and new staff.Additional Responsibilities:
Train and work with volunteers and perform other duties as assigned.Attend staff meetings and training classes as scheduled.Act as a representative of the organization.Perform any duties and responsibilities related to caretaking, and support functions of the operations department as needed.Ensure a safe work environment by following all safety guidelines and modeling safe work practices, taking immediate action to address any safety concerns.SUPERVISORY RESPONSIBILITIES:
This job has no supervisory responsibilities.QUALIFICATIONS:
Associate's Degree, or at least 2 years experience working in an administrative or professional capacityAt least 1 year experience working with cats and kittens in a shelter, rescue, or veterinary practice environment (volunteer experience is acceptable)Computer skills required: Knowledge of Microsoft Office products and basic office equipment. Familiarity with shelter management software preferred.Familiarity with cat behavior is preferred.Must have a valid drivers licenseStrong organizational skills and attention to detailSelf-starter with excellent oral and written communication skills and ability to manage and resolve conflicts in a professional mannerStrong interpersonal skills and the ability to build relationships and interact with a wide range of personalities and work styles, both individually and within groups of diverse constituentsCOMPETENCIES:
Attendance & Dependability - Is consistently at work and on time. Follows instructions and responds to management direction. Provides consistent, timely, high-quality work. Follow through on commitments. Uses time efficiently. Takes responsibility for own actions.Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Goes beyond basic service expectations to help customers. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.Diversity - Enthusiastically works with all employees, regardless of race, gender, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and sensitivity to cultural and individual values.Ethics - Respects and maintains confidentiality. Tells the truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.Teamwork - Listens and responds constructively to others' views. Gives and welcomes feedback. Provides assistance to others when they need it. Share expertise. Acknowledges others' effort and contribution. Puts success of team above own interests. Creates a positive work environment.PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Frequently required to stand.Frequently required to sit.The employee must occasionally lift and /or move more than 40 pounds.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Tree House Humane Society is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. Tree House Humane Society does not discriminate against any individual with respect to the terms and conditions of employment based on that individual's race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Tree House Humane Society is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.