Office Coordinator

Chenango County Society for the Prevention of Cruelty to Animals

Norwich, New York

POSITION TITLE: Office Coordinator
DEPARTMENT: Administration
REPORTS TO: Executive Director

ORGANIZATION OVERVIEW

The Chenango County Society for the Prevention of Cruelty to Animals (CCSPCA) is dedicated to promoting and ensuring the humane treatment of companion animals (dogs and cats) throughout Chenango County. Our mission is to provide compassionate care for animals in need, and a commitment to finding loving, permanent homes for these animals. Since 2018, we've been dedicated to finding every animal in our care a loving home, only considering humane end-of-life decisions in cases of severe medical conditions or extreme behavioral issues. We foster a culture of respect, responsibility, and kindness towards all living beings within our community.

POSITION SUMMARY

The Office Coordinator plays a critical role in the efficient operation of the CCSPCA by providing high-level administrative support to the Executive Director and ensuring the smooth day-to-day management of office activities. This position requires a highly organized and detail-oriented individual who can manage multiple tasks with professionalism. A complementary passion for animal welfare is desirable.

KEY RESPONSIBILITIES

• Administrative Support: Provide comprehensive administrative support to the Executive Director, including managing calendars, scheduling meetings, preparing correspondence, and maintaining confidential files.
• Data Management: Accurately input, manage, and maintain data in proprietary shelter management software and other databases. Create and manage spreadsheets and reports to track shelter operations, donations, and other critical information.
• Communication: Serve as a primary point of contact for internal and external communications. Manage incoming and outgoing communications, including phone calls, emails, and mail distribution. Handle inquiries from the public, donors, and volunteers with professionalism and a positive attitude.
• Office Management: Oversee the management of office supplies and equipment. Ensure the office is well-stocked, organized, and operates efficiently. Coordinate with staff, vendors and service providers as needed.
• Financial Support: Assist with the processing of incoming donations and coordinate accurate record-keeping with the Finance Manager. Track and process invoices and expenses as directed by the Executive Director.
• Event Coordination: Assist the fundraising committee in the planning and execution of special events, fundraisers, and community outreach activities.
• Volunteer/Visitor Relations: Help to ensure a positive experience for all visitors and maintain a friendly and welcoming environment.

QUALIFICATIONS

• Education: High School diploma required; associate or bachelor’s degree in business administration, Office Management, or a related field preferred.
• Experience: Minimum of two years of experience in an administrative or office management role, preferably in a non-profit or animal welfare organization.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Familiarity with shelter management software such as PetPoint, Donor Snap, or similar platforms is highly desirable. Willingness and ability to learn new software as needed.
• Interpersonal Skills: Strong verbal and written communication skills. Ability to interact effectively with a diverse group of individuals, including staff, volunteers, donors, board members, and the public. A professional and approachable demeanor is essential.
• Organizational Skills: Exceptional organizational and time management skills. Ability to prioritize tasks, meet deadlines, and manage multiple responsibilities simultaneously.
• Commitment to Animal Welfare: Passion for and commitment to the mission of the CCSPCA. Experience working with or around animals is a plus.
• Ethics and Integrity: Demonstrated ability to handle confidential and sensitive information with the highest level of integrity.

WORKING CONDITIONS

• This position is based in an office environment at the CCSPCA shelter.
• Regular interaction with shelter animals, which may include exposure to pet dander, noise, and occasional lifting of animals or supplies.
• A flexible work schedule may be required, including occasional evenings and weekends for events or urgent shelter needs.

Job Type: Part-time

Pay: $16.71 - $19.53 per hour

Expected hours: 30 – 35 per week

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Ability to Commute:

• Norwich, NY (Preferred)

Ability to Relocate:

• Norwich, NY: Relocate before starting work (Preferred)

Work Location: In person

Salary : $17 - $20