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