Job description

MPR ADMINISTRATIVE & ADOPTION SUPERVISOR

Company: The Milo Foundation

Position Title: Administrative and Adoption Supervisor

Exemption Status Type: Full Time, Non-Exempt, Salaried position

Schedule: 5 days/week: First Shift; requires Saturdays for at least the first 4 months, and 3 out of 4 Saturdays per month thereafter, as well as occasional Sundays; requires some full weekends, hours outside of the regular schedule and overtime; some work from home time is possible, and occasional travel as needed

Reports to: Executive Director Lynne Tingle and MPR Manager Carol Hopewell

About the Organization:

The mission of The Milo Foundation, a 501(c)(3) non-profit, is to rescue adoptable dogs and cats from animal shelters and around our community and adopt them to loving homes best suited to provide lifetime care. We work to rehabilitate and adopt out dogs and cats, offer sanctuary to those that are harder to adopt, and educate the public about responsible pet guardianship, including spay/neuter.

Since December 2013, The Milo Foundation’s main office and primary adoption center has been located in Point Richmond, California. Milo Point Richmond (MPR) provides opportunities for adoptions six days a week (closed Tuesdays). Milo also maintains the Milo Sanctuary, located east of Willits, where the organization was founded in 1994. The Sanctuary provides an alternative to euthanasia for some of our harder-to-place animals, as well as the space for others to decompress from a kennel environment or homes for which they were not well suited. Milo is currently saving and adopting out at least 1,500 animals each year.

About the Position:

The Milo Foundation is seeking an experienced individual to work collaboratively with the leadership team to guide, supervise and provide continuity for administrative and adoption activities while overseeing the adoption coordinators and performing daily administrative operations at MPR. This position coordinates with vet offices and other rescues and shelters to arrange appointments, transport and intake of animals to the MPR facility and provides oversight of recordkeeping for animals and their guardians in the Shelterluv database system. This position will be a pivotal front-facing position at MP R, handling urgent and sensitive communications, and working with visitors and the community to ensure that all those who interact with the organization have a good experience and receive friendly, polite and helpful customer service.

Key Responsibilities:

Administration and Adoption Oversight

Oversee adoption and administrative activities at MPR:

• Fulfill all necessary front-desk and adoption tasks and related recordkeeping, document processing, data tracking and customer service with efficiency, thoroughness and accuracy;
• Keep the front-desk , front of house and Meet-and-Greet areas clean and organized to maximize functionality and be customer- and donor-ready;
• Answer correspondences (phone calls, emails, etc.) in a timely and professional manner and serve as an adoption and foster advocate;
• Oversee communications with clients before, during and after adoptions and fostering, providing support to ensure positive interactions regardless of the final outcome;
• Become and remain knowledgeable about Milo animals’ histories and current status in order to make the best decisions for their well-being;
• Conduct animal intake, adoption and foster processes with thoroughness and accuracy per the organization’s policies and procedures, promoting and prioritizing positive outcomes for animals in our care;
• Assist with communication with veterinarians and shelters to facilitate spay/neuter, medical care and associated transport for appointments for Milo Foundation animals;
• Assist with and ensure that administrative staff participate in animal care activities (such as walking dogs, loading and unloading transport vehicles and assisting with vet runs, behavioral enrichment, cleaning up after animals, introducing visitors to animals) to enhance their animal care experience and ability to make informed and wise decisions about adoption and foster applications;
• Track, maintain and order administrative inventory and keep it well organized, with a focus on cost savings, value, reducing expenditures and budgetary limits; and
• Assist with basic operational needs for the facility as they arise, such as equipment maintenance, temperature control and promotional efforts.

Supervision and Management

• Manage the day-to-day work activity of the administrative/adoption team, and coordinate and assign tasks, projects, schedules, etc., to ensure efficiency and a high level of productivity;
• Coordinate scheduling of temporary workers and volunteers at front desk with the Animal Care Manager, Foster Coordinator, and Volunteer Coordinator;
• Conduct orientation for front desk new hires, interns, and volunteers, and ensure all receive necessary information and resources;
• Collaborate with other managers and coordinators in the hiring, on-boarding, payroll preparation, scheduling and training of staff, and in conducting periodic and annual staff evaluation reviews;
• Motivate workers to excel by setting a good example and employing positive reinforcement, but apply appropriate discipline as merited to ensure improved compliance with policies and protocols;
• Work with the Milo Foundation leadership team to ensure compliance with accounting and human resources policies, including labor laws, safety protocols and policies following best practices;
• Assist managers to coordinate and conduct meetings and daily huddles and maintain meeting schedules;
• Provide guidance and team-building with workers with consistency and clear communication; and
• Foster a culture within the staff that promotes trust and teamwork and reflects Milo values, as we demonstrate care and compassion to all we serve.

Leadership

• Communicate and carry out the mission of Milo Foundation and the vision of its top leadership, while adhering to defined organizational values, and participate in the formation of onsite, sustainable fundraising programs and donor enticements;
• Ensure that customer relations and administrative operations are consistent with the mission and make timely progress toward its adoption goals;
• Contribute ideas to help grow Milo’s revenue and broaden the diversity and base of financial support;
• Be a positive representative for Milo in our community and among local partners, which may include appearing at public event; and
• Assist with project management, research of potential development projects, coordinating special events, and creating written processes/guidance for Milo Foundation staff and volunteers.

Other Duties

• Provide supervision/management cross-coverage at the MPR facility, during Milo events and other manager/supervisor absences;
• Be a team member in caller support for the MPR “after hours hotline” used by fosters and others to report and receive guidance regarding sick or lost Milo Foundation animals and other emergencies;
• Provide support for the Milo Foundation Sanctuary, including obtaining and maintaining animal records, information sharing for transports between both locations, assisting with coordinating disaster evacuation and volunteer work initiatives, and other pressing needs that may arise; and
• Other duties as assigned.

Required Qualifications:

The position requires a leader with a high level of integrity, and who has experience in customer service, administration, supervision, organizational and staff management.

Functional Experience

• Minimum of 2 years experience with demonstrated success in leading and supervising personnel.
• Demonstrated expertise in customer service and administration.
• Ability to work in a respectful, friendly, and non-judgmental manner with a wide variety of people.
• Proficiency with a variety of computer software applications in word processing, spreadsheets, research, and presentations (Microsoft Word, Excel, PowerPoint, and Outlook preferred), and be comfortable using online information systems and learning new software and online programs.
• Experience handling monetary transactions and an ability to do basic mathematical calculations with accuracy.
• Instrumental in implementing organizational procedures and training to ensure program efficiency and quality.
• Reliability, flexibility, and willingness to work weekends, holidays and overtime when needed.
• Valid driver's license, ideally with a clean driving record, with ability to travel for organization business.

Professional Strengths

• Strong interpersonal skills, including communication (verbal and written), reflective listening, emotional intelligence, and critical thinking skills.
• Strategic thinker and planner, with the ability to envision and successfully communicate vision and translate that to actionable steps.
• Ability to lead others effectively and firmly by direction and by example, while also building consensus by being supportive, flexible, and empathetic.
• Adept at managing various tasks simultaneously, ranging from the strategic to the administrative, with proven ability to synthesize, prioritize, and act.
• Strong attention to detail, excellent organizational skills and an ability to work well under pressure.
• Trustworthy and discreet with sensitive and confidential information and situations.
• Ability to effectively apply independent judgment and be a decisive and resourceful problem-solver.
• Strong work ethic with a high degree of integrity, dependability, reliability, and self-motivation.
• Organized, upbeat, and energetic team-builder and team-player.

Physical Requirements:

• Able to routinely lift 40 pounds or more.
• Able to sit for long periods of time.
• Able to work on a computer with repetitive typing and arm and hand motions.
• Comfortable with regular, daily exposure to and contact with dogs and cats of all sizes, ages, temperaments, behaviors (such as barking, jumping, pulling, clawing, mouthiness, etc.) and health conditions, including contact with their bodily fluids and excrement.
• Able to handle and control animals while cleaning up after them, providing them with exercise, and introducing them to other animals and potential customers.
• Perform bending, stooping, reaching, lifting and other physical movements for the purposes of filing, moving equipment and supplies, cleaning, handling animals, etc.

Education

• Bachelor’s degree or extensive experience in the field required.

Preferred Qualifications:

• Experience working in a non-profit organization, animal shelter, animal rescue or a training program, and/or having personal rescue experience, is a plus.
• Experience with the Shelterluv application is a plus.
• Strong familiarity with the Bay Area communities and businesses.

Thank you for your interest in pursuing a career at The Milo Foundation, an equal opportunity employer. Employment is at-will. All qualified applicants will receive consideration for employment without regard to race, age, color, creed, religion, ancestry, marital status, national origin, disability, veteran status, gender identity, sexual orientation, domestic partner status, or medical condition.

Job Type: Full-time

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday
• Weekend availability

COVID-19 considerations:
We follow current CDC guidelines and require masking indoors until further notice.

Application Question(s):

• When applying, please provide a cover letter or details in your resume explaining your qualifications.

Experience:

• Personnel Management: 2 years (Required)
• Operations Management: 2 years (Required)
• Dog Training & Behavior: 1 year (Preferred)

License/Certification:

• Driver's License and Authorization to Work in the US (Required)

Work Location: One location

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