Adoption Center Manager

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Who You Are...

• A strong leader; someone with strong leadership skills
• Considered to have, "excellent dog skills," as they are a must for this role
• Cool under pressure and able to handle dogs with variable behaviors ranging from easy to extremely difficult; behavioral issues will include shyness, fearfulness, and reactivity
• Open to working with all dogs: dogs with health concerns/conditions, all sizes, breeds, all energy levels...any dog!
• Proficient on the computer when it comes to the basics: checking e-mails, Google calendar, Google shared documents, G-Suite, Excel spreadsheets, and shelter software/online database usage
• Experienced and able to administer oral medication and subcutaneous fluids, as needed
• A whiz when it comes to multitasking and managing multiple groups of volunteers at all levels
• Someone who is knowledgeable of ALIVE Rescue’s adoption process, mission, policies, and procedures; passionate about the organization and what we do
• Flexible and there for your colleagues, open to working weekends/holidays/and varying shift times
• A licensed, insured driver with a reliable vehicle (not necessary w/ reliable transport)

The Adoption Center Manager will be maintaining the schedule for the West Loop location and will fill any/all gaps, where needed. This is a part-time, non-exempt, hourly position, and will offer approximately 15-hours per week with plenty of opportunity for growth for the right candidate. The days and hours will vary depending on needed shift coverage.

What You Will Do...

• Adoption Center Shifts
  • Perform and ensure daily feeding, cleaning, medicating and enrichment of the pet population are done in accordance to time frames and protocols
  • Monitor pet eating habits, behavior, and medical habits/issues and ensure documentation is given to the President, Medical Director, and Adoption and Foster Director
  • Cover any shift not filled by a Barn Leader at the Adoption Center (current shifts are Monday - Sunday, 9 am - noon and 6 pm - 9 pm, 365 days per year)
  • Monitor Adoption Center schedule in Volgistics daily to ensure all shifts are covered with the appropriate number of volunteers based on current Adoption Center canine residents (Barn Leaders, Barn Leader Assistants & Volunteers)
  • Create weekly schedule of shifts in Volgistics and on Google

• Adoption Center Upkeep
  • Acquire cleaning supplies for quarterly deep cleans
  • Coordinate volunteers for quarterly deep clean days
  • Sort through donations that come in and put away in appropriate locations
  • Keep Adoption Center and Storage Units organized
  • Ensure proper cleaning protocol for suites and any used spaces at the Adoption Center

• Adoption / Foster
  • Assist the Foster and Adoption Director with finalizing adoptions on an as needed basis
  • Assist Foster Coordinators with paperwork and supplies to new foster homes on an as needed basis

• Intake
  • Assess each new animal as it enters the Adoption Center to determine its color (Green / Purple / Red / Black)
  • Ensure each dog at the Adoption Center has all the general information needed per the Department of Agriculture code
  • Create suite cards for each Adoption Center resident in order to communicate pertinent information to AC volunteers
  • Conduct dog on dog testing to establish Adoption Center friends
  • Administer monthly prevention as directed by the Medical Director
  • Add animals to the chalkboard wall / complete med sheets / fit for harnesses and collar / give ID tag / insert micro-chips (if requested by Medical Director) / administer needed vaccinations (if requested by Medical Director)
  • Capture clear, high resolution photos to send to the Medical Director, website team, and social media team
  • On the 1st and 15th of every month work with the Medical Director to administer monthly preventions to Adoption Center residents
  • Assist with updating and validating information in ShelterLuv (our rescue specific software) for each animal (for intake and throughout the "lifecycle" of the animal while in our care)

• Volunteer Training
  • Select and train all new Barn Leaders and Barn Leader Assistants
  • Conduct twice a month volunteer orientation for new volunteers
  • Add volunteer orientation dates to the website calendar
  • E-mail Volunteer Coordinators all new volunteer orientation dates as they become available

• Animal Training
  • Develop consistent protocol for hand signals to train the dogs and communicate this with the volunteers
  • Work with animal trainers, when needed, for specific dogs having issues

Administrative/Social/Communications

• Communication
  • Monitor all emails coming in daily and communicate any cancellations to Barn Leaders.
  • Post volunteer pleas, as needed, through email and ALIVE Rescue Facebook Volunteer Group
  • Send out weekly Barn Leader needed dates for shifts that are crucial to have coverage (meetings/volunteer orientations/vacation coverage/holidays)
  • Update Barn Leaders and Barn Leader Assistants with medical and behavioral information on GroupMe and through email.
  • Email the animal spreadsheet to all Adoption Center volunteers twice a week.
  • Update important information that needs to be communicated to the BL’s, BLA’s and Volunteers on the chalkboard wall.
  • Utilize GroupMe to communicate important shift notes, animal information, emergencies, etc. to Barn Leaders and Barn Leader Assistants.

• Manage Inventory
  • On a weekly basis, conduct a count of all inventory on hand at the Adoption Center and Storage Unit. This includes dog/cat/rabbit food and supplies, cleaning supplies, office supplies, and anything else needed to run the Adoption Center.
  • When inventory is running low, work with The President and Inventory Team to re-stock needed items ensuring we never run out of an item.
  • Research and contact companies who will donate food and supplies to ALIVE Rescue

• Monthly Volunteer Newsletter / Social Media
  • Send Adoption Center info to Volunteer Coordinators once per month for our monthly volunteer newsletter including Volunteer Orientation dates.
  • Send photos to the Social Media team they can use for The Adoption Center Daily Dose.

• Meetings
  • Weekly Monday meetings with President and Adoption & Foster Director to discuss movement of animals to and from Adoption Center and foster homes.

• Volunteer Orientations - twice a month (every two weeks) at the Adoption Center (typically on the weekends between shifts).
• Barn Leader Meetings - once every other month or as needed
• Barn Leader Assistant meetings - generally twice a year or as needed