Admission Coordinator

POSITION SUMMARY:  The Admissions Coordinator is responsible for coordinating the intake of adoptable pets through owner surrenders and transfer, as well as transport services between shelter partners. The roles works closely with community member to provide intake service to guardians who need to surrender their pets, as well as with partner shelter to transfer in adoptable animals. The Admission Coordinator works closely with the Admission Manager to maintain an intake schedule that may vary on a weekly basis. They also work closely with all other operations teams to facilitate efficient communications, intake processing and support effective population management.  Admissions Coordinator provides leadership, supports the mission, goals and philosophy of Seattle Humane.

KEY OR ESSENTIAL FUNCTIONS:

• Monitors surrender requests via email, phone and walk-in.
• Follows outlined procedure for information collection, review, and input for all surrender requests.
• Works closely with Behavior Admission Coordinator for review, intake, and pathway planning for pets who have known behavior concerns upon intake.
• Meets and engages with clients for surrender appointments. Interacts with clients in an emotional intelligent and trauma informed way.
• Follows administrative and legal process for surrenders and transfers.
• Conduct Intake Assessment on all pets entering Seattle Humane, including ensuring all vaccines and parasiticides are up to date.
• Coordinate and complete all necessary procedure for pets being returned to their owner or transfer out to another organization.
• Receive stray animals and follow all procedure for stray intakes.
• Coordinates incoming transfers of pets from other shelters and rescue groups.

• Maintains long-term relationships with other shelters and rescue groups in and outside of Washington
• Onboards new transfer partners
• Schedules and coordinates in-state and out-of-state transfers according to capacity
• Works with other Animal Care to maximize community support and lives saved
• Ensures that necessary documentation, vaccines, testing, and other medical treatments are administered prior to arrival.
• Keeps shelter partners aware of disease concerns or outbreaks associated with their animals. Provide resources or consultation referral options as needed.

• Uses appropriate calendars to schedule and communicate upcoming surrenders, transfers, and vehicle use

• Adheres to intake criteria for all surrender requests and transfer.
• Follows procedures for checking in/out transfer credit cards and submits all receipts as designated
• Works alongside Admission Manager to training, coordination, and support for Admissions volunteers
• Performs shelter cleaning procedures in vehicles, intake exam rooms, and perimeter to keep public and staff areas clean and orderly
• Provides ideas and suggestions designed to improve operational programs and working conditions
• Other duties as assigned

SUPERVISORY RESPONSIBILITY: 

• No direct staff supervision
• Supervises Admission program volunteers as directed by Admissions Manager

COMMUNICATIONS/INTERPERSONAL CONTACT:

• Daily communication Admissions Manager regarding plans, concerns, ideas, and progress
• Daily close collaboration and communication with the other Animal Care staff and Pet Resource Center department
• Daily communication with department and other operational staff
• Daily communication with program volunteers through direct contact, telephone, Digital Cheetah, and email 
• Regular communication with administrative staff regarding pet requests and events 
• Regular oral and written contact with transfer or transport partners, as well as other animal welfare agencies
• May act as representative of Seattle Humane for donor and media events

COMPLEXITY: 

A high degree of independent judgment is required.  The nature of the job will vary. Must be able to coordinate staff and volunteers and remain focused on the agency goals and objectives.  A strong attention to detail and the ability to respond to unexpected questions, comments or requests from other divisions or the public is required. The ability to motivate, negotiate and mediate is important when handling a variety of personalities and emotions.  Must be able to communicate effectively and display cultural competency with many people with varying backgrounds.  Must be open to learning, receiving feedback, and deepening an analysis of the complex systems present in animal welfare.  Requires great customer service skills.  Must work well within a team setting.

KNOWLEDGE/EXPERIENCE/EDUCATION OR TRAINING:

• Must have excellent oral communication skills  
• Must be able to write clearly and listen effectively 
• Must possess the organizational and planning skills to determine work priorities 
• Customer Service experience required 
• At least one year employment at an animal shelter or related professional experience handling animals is preferred
• Must have basic knowledge of animal health, behavior and nutrition 
• At least one-year employment at an animal shelter or related professional experience handling animals is preferred 
• Proficiency with Microsoft suite and experience with databases/ data entry is preferred. 
• the organizational and planning skills to determine work priorities and schedules

LICENSES/CERTIFICATIONS REQUIRED:

• High school graduate or possess a GED required
• Valid Washington State drivers license with good driving record

PHYSICAL/MENTAL REQUIREMENTS: 

• Must communicate clearly and concisely, both orally and in writing
• Must be comfortable administering medications and injections
• Re­quires the ability to solve problems and make clear decisions quickly
• Must have good attention to detail and be able to concentrate and produce accurate  and timely work
• Must be able to organize and manage multiple and complex tasks
• Must be able to offer excellent customer service (internal and external) 

• Must exhibit initiative and motivation in performing all duties 
• Must be able to stand for long periods of time and lift and carry at least 50 pounds with or without accommodation; crouch and bend at the waist and kneel; must be able to control dogs up to 200 pounds when on a leash and for medical restraint
• Must be able and willing and able to safely drive long distances in challenging weather conditions such as snow, rain, ice, fog, and extreme heat; must be able to drive safely in heavy traffic in large transport vehicle.

WORKING CONDITIONS: 

• General office and animal shelter environment. Frequent driving in extreme weather and heavy traffic required.  When handling ani­mals, there is a potential of animal bites, exposure to zoonotic diseases, animal dander and noise.  Potential for working with angry or irate customers.  Involves entering and leaving work areas alone and at night.

• Equipment Used:  Personal computer and printer, office supplies, multi-lined telephone, copier, calculator, fax machine, safety boots, hearing protection, eye protection, syringes, animal restraint equipment, muzzles, respirators, gloves, animal leashes, clothes washer and dryer, broom, mop, hoses and nozzles, sprayers, scrapers, squeegees, and animal dryers.  Frequent use of shelter vehicles and occasional use of dog fight equipment.
• Chemical Interaction: A wide variety of cleaners, disinfectants, detergents, and medical products are used on a daily basis.  Each position at the SH will likely encounter these chemicals during the routine performance of their duties. Specific instructions will be provided by a SH staff member for the safe and proper use of these chemicals. If there are any questions regarding this information, copies of our chemical MSDS sheets are available for review. If asked to use a product that is unfamiliar, contact your supervisor for proper instructions.
• Work Hours:  Full-time, non-exempt position. 40 hours per week scheduled, five days a week, with potential for varied schedule to accommodate transfers. Must be available evening and/or weekend hours.  Schedule may vary depending on department staff coverage needs, holidays, or emergencies. 

SEATTLE HUMANE CORE VALUES:

Candidate should be committed to Seattle Humane’s Core Values:

Compassion

Accessibility

Innovation

Responsibility

Teamwork

The Benefits:

At Seattle Humane, we believe in investing in our people, you'll receive competitive benefits and perks, including full health & wellness coverage, generous paid time off starting at three weeks, 10 paid holidays, an employer matching retirement plan, personal pet allowance, employee sabbaticals, discounts, and you get to work around cute animals!

Check out our LIST of benefits and perks HERE

Sound like something you want to be a part of? Then apply today!

Who we are:

Seattle Humane is more than a shelter, we are a community resource center. We're meeting the increasing need for pet owner support services, so that families don't have to choose between an overdue bill and a beloved family member. We're training the next generation of veterinarians in our state-of-the-art medical center. We're building a community of animal advocates through our volunteer and youth education programs. The impact of Seattle Humane is life-changing, for the animals in our care and the people who love them. Our top priority is to connect animals in need of rescue with the people who will love them. Through our outreach, advocacy, and services, we strive to ensure that animal companionship is accessible to all.

Take a look at our Vision for the Future, which will guide our work and priorities in the years to come.

Equal Opportunity Statement:

As an equal opportunity employer, Seattle Humane is committed to providing employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status or any other basis prohibited by applicable law.