Community Outreach Coordinator
Job Details
Entry
Bellevue - Bellevue, WA
Full Time
None
None
Day
Nonprofit - Social Services
Description

KEY OR ESSENTIAL FUNCTIONS

  • Trains and assigns volunteers appropriately, and supports and evaluates volunteers.  
  • Identifies opportunities for additional volunteer roles supporting these programs and creates job descriptions.
  • Performs intake interviews for new clients and new facilities in a timely and professional manner. Tracks information Petpoint and Excel spreadsheets.
  • Expands and maintains flexible programs to best suit our organization’s and the community’s needs. Regularly initiates contact with organizations that are receiving our services or are potential new participants.
  • Schedules Pet Project veterinary clinics with WSU for biweekly clinics. Coordinates the clinic appointments, volunteers, supplies, facility set up and clean up.
  • Assists with animal handling and discharge at vet appointments as needed. Performs follow-up conversations and coordinates with WSU and Seattle Humane vet department as needed.
  • Assists with filling prescription medications for pets as needed. Maintains stock of medications for Pet Project pharmacy and supply closet.
  • Schedules quarterly mobile vaccine clinics at SH and with Pet Food Bank organizational partners.
  • Responds to phone and other inquiries including, but not limited to: volunteer scheduling, animal care and veterinary appointments, new client procedures, and general information. General information can include resources for pets as well as for people.
  • Works closely with Pet Resource Center Manager and Intake Director to provide financial assistance for pet owners at risk of surrendering their pet to a shelter due to lack of access to needed resources. Tracks disbursement of funds according to guidelines. Provides instructions to pet owners and communicates often with community partners who provide outside services.
  • Maintains and monitors the Pet Project, Pet Food Bank, and other budget funds on a daily basis.
  • Tracks Pet Food Bank supplies and places orders with the Facilities Director. 
  • Maintains client, volunteer and facilities databases and updates regularly. Ensures privacy policy and security measures are followed.
  • Tracks locations of red barrels across King County with community partners. Manages a scheduled rotation for barrel pick up and distribution of new barrels. Tracks incoming pet food donations from barrels for the Pet Food Bank. Communicates with volunteers as needed for pick up and drop off of barrels.
  • Provides assistance with any fund raising or public relations efforts regarding outreach programs including publicity, newsletter articles, special events, grant proposals or public speeches.
  • Updates processes and guidelines for all outreach programs as needed.
  • Prepares monthly reports and other data as requested by the Intake Director.
  • Ensures that volunteers are recording hours and food packed in the stats log. Tracks other needed statistics for the end of year inventory audit including all medical and food supplies.
  • Communicates with other departments regarding program events, needs,  and successes.
  • Submits program budget requests; follows established annual budget amounts for assigned accounts.
  • Maintains appropriate files and records. Adheres to the files and records retention policy and procedures.
  • Participates  in the annual and strategic planning process.
  • Actively seeks opportunities for education on best practices within the field to build pet owner equity and to evaluate the accessibility of our programs.

 

SECONDARY FUNCTIONS

  • Attends department and all-staff meetings as requested and provides ideas and suggestions designed to improve outreach programs and working conditions.
  • Other duties as assigned.

 

SUPERVISORY RESPONSIBILITY  

Supervises Pet Project, Pet Food Bank, Pet Food Drive and other outreach program volunteers.

 

COMMUNICATIONS/INTERPERSONAL CONTACT

  • Daily verbal or written communication with clients, staff, caseworkers, caregivers, facility directors, corporations and volunteers by phone, fax, email, or mail.
  • Occasional written reports or memos.
  • Weekly communication or contact with other departments or supervisor, through direct contact, meetings, written procedures, emails, memos, signs, telephone or mail.

 

COMPLEXITY

Must be able to work with several situations simultaneously, gathering information to answer questions and solve problems. A high degree of independent judgment is required. Will be encouraged to provide input on new program policies. Will be working with a diverse community of clients, staff and volunteers. 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 able to demonstrate a working understanding of the intersectionality between race, class, gender, and chronic illness. Must be able to organize time to coordinate and complete several tasks each week.

Qualifications

KNOWLEDGE/EXPERIENCE/EDUCATION OR TRAINING

Experience training and supervising volunteers is highly preferred. Needs to have organizational and planning skills to determine work priorities, schedules and times. Experience with handling animals in a veterinary clinic setting considered to be a plus. Must be creative, able to solve problems, communicate clearly and concisely, both orally and in writing. At least one year of experience working as a program coordinator (as an employee or volunteer). 

Program development experience preferred. Experience with community organizing and/or human services preferred. Must have a basic knowledge of computer databases, Word, and Excel.

 

LICENSES/CERTIFICATIONS REQUIRED

  • High school graduate or have a GED.
  • Certification in CPR and human first aid to be provided by employer.
  • Medical clerk certification to be provided by employer.
  • Mental Health First Aid Training to be provided by employer.
  • A valid Washington State driver’s license with good driving record.

 

PHYSICAL/MENTAL REQUIREMENTS

Must be able to read, write and speak effectively and clearly. Interviewing, training and supervising volunteers require excellent verbal, public speaking and telephone skills. Requires patience, compassion, and tact when dealing with difficult, sensitive or emotional issues. Need to be sensitive to other opinions, perspectives or cultures.  Must be able to lift and carry up to 40lbs of weight.

 

WORKING CONDITIONS

General office environment and warehouse environment. Potential hazards are exposure to eye strain and/or back strain. If handling animals there is a potential of animal bites, exposure to zoonotic diseases (diseases that can be transmitted from vertebrate animals to people), animal dander and noise.  Handling of deceased animals is a possibility.

 

  • Equipment Use:  Personal computer, modems and printers, fax machines, copiers, multi-lined telephone, slide, video or camera equipment, paper shredder, animal leashes, collars and/or carriers, Humane Society vehicles.  
  • Work Hours:  40 hours per week, which may include early evening or weekend hours.  The weekly schedule is flexible depending on meetings, events, phone calls or Pet Project vet clinics. 

 

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