JOB DESCRIPTION: C.A.R.E. Adoption Center Operations Director
Community Animal Rescue Effort
Job Title: C.A.R.E. Adoption Center Operations Director
Supervised By: Board of Directors
Supervises: Volunteers (captains, medical directors, managers are all volunteers)
Classification: Exempt, full-time, salaried
Date: July 2019
Community Animal Rescue Effort (C.A.R.E.), a nonprofit in Skokie, Il owns and maintains a companion animal Adoption Center for dogs and cats awaiting forever-home adoptions. C.A.R.E. also has an active animal foster program and is actively involved in community events and education. The Adoption Center is currently staffed entirely by volunteers and revenue is generated by donations, grants, fundraisers and adoption fees. For complete information, visit our website at https://carenorthshore.org
C.A.R.E. is seeking a first-time employee, a qualified person to lead and oversee the Adoption Center operations. Under minimal supervision, this full-time position provides leadership, overall administration, and technical expertise for the center operations and services. The C.A.R.E. Adoption Center Operations Director (Operations Director) is responsible for directing the effective and efficient daily operations of the C.A.R.E. Adoption Center, managing C.A.R.E. operations and volunteer leadership and ensuring that all animals are properly and humanely cared for.
OPERATIONS and ADMINISTRATION (approximately 33% of the position)
Ensure the appropriate animal care and handling protocols are followed by all volunteers and ensure C.A.R.E. maintains the highest standards of sanitation and care of animals entrusted to the adoption center
Oversee canine and feline day-to-day operations
Maintain policies, ensure their implementation. Develop new policies as needed for board approval
Lead the volunteers to develop procedures that increase efficiencies. Write or update manuals for canine and feline care and adoption Center operations
Develop the budget, seeking input from volunteer leadership, for Board approval. Has authority to spend against the budget. Monitor the budget
Develop administrative, IT and financial procedures to increase efficiencies
Collaborate with the treasurer in reviewing financial reports to the board
Ensure maximization of the databases. Ensure the databases are maintained, records are entered accurately and timely (intake, adoption, and veterinary care, etc.) Maintain files, records, and statistics related to animal population and volunteers. Enter data when needed
Maintain a routine so that there is an Operations Director rotating presence at weekday and weekend shifts at the Center to answer any questions or concerns posed by volunteers and public
Ensure adoption center is stocked with supplies and work with procurement volunteer on inventory and ordering
Negotiate contracts and vendor relationships.
VOLUNTEER MANAGEMENT (approximately 33% of the position)
Foster a sense of community among and across canine and feline volunteers to ensure a pleasant, cooperative and collaborative work environment within the center
Lead volunteer shift coordinators ensuring shifts are adequately staffed with volunteers and a shift leader
Establish standards, seeking input from volunteer leadership, and ensure that best practices are followed
Supervise volunteer canine and feline managers (to include adoption center operations managers, animal medical team and foster program facilitators)
Supervise and train reception volunteers
Resolve conflicts amongst volunteers. Relieve volunteers of duties if necessary, following procedures
Lead the canine and feline volunteer managers in planning, executing, and evaluating training for volunteers. Develop and direct volunteer recruitment, engagement, and appreciation strategies.
FACILITIES (approximately 16% of the position)
Monitor the maintenance, cleanliness and sanitation of equipment, animal care, and customer service areas. Ensure that the adoption Center and field services are following all procedures as set forth by the law, funders, and the board of directors
Ensure compliance with government agencies including OSHA, Cook County Department of Animal Control, and the Illinois Department of Agriculture. Monitor safety compliance and take immediate action to correct hazards
Develop and maintain emergency, evacuation, and disaster plans
Oversee routine maintenance of the adoption Center, arrange for repair of all items either by volunteer building/maintenance director or through coordination of contractors
Supervise building/maintenance contracts and activities.
PROGRAM (approximately 16% of the position)
Provide an impeccable educational and supportive experience for all guests
Warmly greet all guests of the adoption Center, tend to their questions, and direct inquiries appropriately
Promote the Board and volunteer as main spokespersons for the organization. Promote C.A.R.E.’s goals with the public, partners, and government officials when needed
Supervise the volunteer receptionists.
OTHER (less than 2% a week)
Attend and actively participate in monthly Board of Directors meetings (generally third Sunday of the month) and provided timely updates to the Board
Protect organization by keeping information confidential
Update job knowledge by participating in educational opportunities and professional networks and organizations
Perform other duties as assigned by Board of Directors.
Bachelor’s degree preferred. This formal education requirement may be reduced if the candidate has enough related professional work experience
Minimum three years of experience managing volunteers
Minimum five years of professional work experience in operations and administration. Some previous experience monitoring budgets will be needed. Experience with facilities helpful
Animal lover. Experience in an animal adoption center preferred
Proven problem solving and group work leadership skills
Ability to work independently and as part of a team
Computer skills required: Proficient Knowledge of Microsoft Office products and familiarity with CRM databases and basic office equipment required. Familiarity with Volgistics database, and adoption management software preferred. C.A.R.E. uses Donor Snap as its fundraising software
Effective oral and written communication skills including social media skills and technologies needed.
This position requires a flexible work week. The Center is open 7am to 9pm during the week and to 6pm on weekends. The Director can set their own hours, but needs to develop a rotating presence at all shifts including some evenings and weekends
This position operates primarily in an Animal Adoption Center environment that is fully accessible
Tasks require regular and, at times, sustained moderately physically demanding work, particularly prolonged periods of standing on concrete floor; some combination of climbing and balancing to include climbing ladders, stooping, kneeling, crouching, and crawling; and near constant exposure to animals/animal allergens
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; crouch, use hands to operate office equipment. The employee must frequently lift and/or move objects up to 25 pounds and occasionally lift and/or move objects up to 50 pounds
This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets
Workplace is a smoke- and drug-free environment
Equal Opportunity Employer. Decisions and criteria governing the employment relationship with all employees are made in a non-discriminatory manner, without regard to race, ethnicity, creed, religion, color, sex, sexual orientation, gender identity or expression, age, national origin, citizenship status, military service and/or marital status, order of protection status, handicap, disability, or any other factor determined to be unlawful by federal, state, or local statutes.
Salary is in the $58,000-$65,000 range, commensurate with experience
Benefits include medical insurance and paid vacation/sick/holiday days.
Submit cover letter, resume, prior experience with animals, and salary range requirement to: email@example.com
Please write your name (Last, First) in the subject line of your e-mail. Incomplete applications will not be accepted. No phone calls please
Position begins as soon as possible.