Animal Admissions Supervisor

JOB DESCRIPTION

Job Title: Animal Admissions Supervisor

Department: Shelter – Intake

Classification: Full-time, salary, exempt

Job Relationship: Reports to Shelter Operations & Client Care Manager. Supervises all intake associates and assigned volunteers. Works closely with Animal Care Supervisor, Adoptions Supervisor Clinic Supervisor.

Position Summary: Manages the Intake & Admitting Department to ensure that quality of service and performance meets the needs of animals, clients, and the APL.  Supervises, trains, coaches and develops staff and volunteers in order to meet departmental goals.  Provides quality animal and people care in accordance with APL mission, goals and management philosophy.  Effectively manages resources for the maximum benefit to the department and the APL. 

Essential Job Functions:

Effectively supervises all daily aspects of animal admissions at the Cleveland APL

  • Models “Compassion” core value behavior: Treats animals & people with respect, empathy, and kindness. Listens and responds to the needs of people who surrender animals to us, use our programs and services, support us, work and volunteer for us, and to other animal welfare organizations that turn to us for help.
  • Works closely with Clinic, Animal Care, and Adoptions to actively monitor the shelter population. Alerts Shelter Operations and Client Care Manager to potential population crises, disease epidemics, or other factors that may compromise the APL’s goal of continually increasing our live release rate
  • Triages incoming animals: determines those that need immediate medical care and alerts clinic staff.
  • Ensures animals are admitted in timely manner; ensures all animals are vaccinated immediately upon their arrival.
  • Evaluates incoming animals and makes recommendation for final disposition of the animals: adoption, fast-track adoption, foster care, medical care, transfer and euthanasia.
  • Develops, implements, and monitors pet retention programs and educational information for the public.
  • Notifies Humane Investigations department of any concerns regarding incoming animals and potential mistreatment, cruelty, and/or neglect
    • Monitors requests for animals to be returned to owners and ensures animals are returned when appropriate.
    • Oversees regular count of available cages.
    • Informs directors of special needs cases for potential public relations or direct mail pieces.
    • Performs euthanasia and assists in training of other staff for euthanasia certification
    • Ensures quality client service is provided to patrons, visitors, staff and volunteers.
    • Actively solicits donations; ensures department staff and volunteers solicit donations
    • Assists staff in situations requiring immediate problem solving. Handles escalated client situations.
    • Notifies the Shelter Operations and Client Care Manager to situations that could be potentially damaging to the professional image of the APL.
    • Ensures animals are treated with a Fear Free approach in the shelter, at offsite events, and as they transition into their new homes
    • Keeps up to date on organizational communications by either attending All Staff Meetings or reading the News Hound.

  Supervises the intake personnel and builds an effective team

  • Provides direct supervision to Animal Admissions Associates, Lead, RVT and Receptionist. Assesses, respects, and addresses staff needs immediately
  • Creates staffing schedules for Animal Admissions Associates, Lead, RVT and Receptionist. Ensures adequate coverage to meet departmental needs. Ensures proper staffing levels, adequately adjusting to ensure proper usage of APL resources.  Reduces staffing levels when required.
  • Ensures compliance with APL animal care, safety, and personnel practices and procedures.
  • Performs supervisory duties, including reviewing work performance, motivating subordinates to work more effectively, identifying problems with performance and solutions to those problems, determining training needs to improve performance, initiating measures to correct misconduct per APL policy. Carries out approved disciplinary actions.
  • Provides orientation, training, and supervision to employees, volunteers, and students. Prepares and presents necessary evaluations and performance appraisals.
  • Assists with development of training and orientation materials and implements training for staff/volunteers on disease control and animal care.
  • Serves as department liaison for volunteer staff; recruits and integrates volunteers and takes an active role in their training, scheduling, performance, and job satisfaction
  • Performs the duties of subordinate employees as needed.
  • Maintains excellent communication with Shelter Operations & Client Care Manager (SOCCM) and alerts the SOCCM to any potential concerns within the department.
  • Ensures animals are treated with a Fear Free approach in the shelter, at offsite events, and as they transition into their new homes
  • Keeps up to date on organizational communications by either attending All Staff Meetings or reading the News Hound.

 Performs operational and administrative support functions.

  • Maintains the department properly with respect to appearance, sanitation, and operations
  • Monitors protocols for compliance with disease control, safe animal handling, etc.
  • Adheres to policies and protocols for animal care, treatment, advocacy and the mission of the APL. Implements policies and procedures as directed.
  • Monitors and reports on department goal achievement
  • Provides recommendations on the annual intake budget.
  • Adheres to the annual budget and promotes cost savings within the department.
  • Maintains department inventory according to budget. Ensures the proper care and maintenance of all equipment. Creates purchase orders for all equipment, supplies and materials for department.
  • Maintains necessary records and generates accurate monthly and yearly statistical reports.
  • Opens and closes shelter as needed

Performs other duties as assigned, including but not limited to:

  • Flexible with scheduling and is available when away from the facility as needed to meet the needs of the organization
  • Promotes and follows safety guidelines to ensure a safe work environment. Takes immediate action to address any safety concern or noncompliance with OSHA safety rules that could put an employee, volunteer, client, animal and organization at risk.
  • Promotes communication and cooperation between APL departments
  • Actively supports departments, staff and volunteers and promotes the development of skills related to the advancement of our goals and mission. Represents the APL in a professional and courteous manner at all times. Provides quality service to customers, volunteers, and staff recognizing their individual contribution to the success of our organization.
  • Actively promotes the APL’s mission, services, programs and events. Informs clients and constituents of donation opportunities as appropriate, cultivating relationships with current and potential donors.
  • Provides professional credibility to the APL’s endeavor to help animals.

Qualifications

  • Minimum Associates Degree in related field; Registered Veterinary Technician; and/or Bachelor’s Degree highly preferred; 2 years of recent animal shelter work experience may be considered in lieu of degree or certification
  • Certified euthanasia technician (or completes certification within 6 months of hire)
  • Minimum two years customer service experience
  • Minimum two years supervisory experience
  • Must possess a valid Ohio Driver’s License and insurable driving record.

Knowledge and Skills

  • Knowledge of effective supervisory and management techniques and ability to utilize them to promote full performance and high morale.
  • Ability to work in a fast-paced environment with a variety of people
  • Ability to identify and understand problems and determine appropriate measures to solve them.
  • Efficient Microsoft Office user with the ability to maintain a variety of records and to prepare statistical and other reports from such records
  • Experience in animal behavior, health, handling, & care in a shelter environment strongly preferred
  • Excellent communication and leadership skills. Ability to express ideas clearly, both orally and in writing.  Exercises good judgment when dealing with the public, staff and volunteers.
  • Detail oriented and able to prioritize and perform duties efficiently and effectively with an adequate amount of independence
  • Committed to maintaining the Cleveland Animal Protective League’s high standard of animal care and mission to foster compassion and end animal suffering
  • Ability to perform and train staff in euthanasia
  • Fear Free Certified or must become certified within six months of hire
  • Supports the APL’s desire to celebrate a diverse and inclusive culture that fuels the compassion that connects us to one another.