Volunteer and Administrative Coordinator

Reports to: Executive Director

Classification: Full-Time, Hourly

Hours: 40 hours per week (approx.) Minimum of five or four 8-hour days per work week (there is some schedule flexibility). Hours may vary weekly. Required to work weekend and night hours for events and for the monthly volunteer orientations when held in person.

Summary:

The Volunteer and Administrative Coordinator is responsible for the recruitment, management, training and administration of Save-A-Pet’s adult volunteer program, as well as handling various administrative duties which include facilitating t online training for staff members. This responsibility includes but is not limited to database management of our volunteer software and the training modules for staff training; effectively communicating with volunteers and staff; recruiting/retaining interested volunteer candidates; and successfully identifying and integrating volunteer interest and skill sets to support key areas such as development/fundraising, animal welfare, and community events.

Responsibilities:

Volunteer Duties

Cultivate a positive and productive volunteer program and culture. Serve as the key liaison with Save-A-Pet volunteers and staff. Serve as point of contact for volunteers. Create, direct and coordinate sustainable volunteer retention, engagement and recognition programs/opportunities. Ensure volunteers and staff are being communicated with effectively and in a timely manner.

Serve as a liaison with management to successfully integrate the skills sets and interests of volunteers to support key departments, with an emphasis on advancing Save-A-Pet’s fundraising and animal welfare/adoption initiatives. Partner with the Executive Director and key managers to ascertain key areas for volunteer involvement.

Oversee, direct and manage the monthly volunteer orientation. Administer/arrange retraining and reassignments, when needed. Serve as liaison for volunteers regarding issues/concerns and resolutions. Maintain and adhere to policies and procedures.

Responsible for developing and implementing fun methods to recognize the contributions of our volunteers for National Volunteer Week, and during other suitable time periods.

Identify, recruit and train key volunteers to head and run both the Community Events and the Scheduled Volunteer Donation Days Program. Serve as staff point person for these committee chairs.

Maintain and manage the volunteer software and database to track volunteers, their interests and availability, and create/modify activities and shifts. Ensure accurate record keeping of volunteers’ hours and earned qualifications (i.e. white card for walking dogs). Assess and approve volunteers’ hours.

Assist the Development Department to secure and assign volunteers for special events and third-party events.

Personally give tours of the facility and/or arrange for qualified volunteers to give tours after collaborating with and obtaining approval for such from both the Development Manager and Adoptions Center Manager.

Handle and facilitate the required paperwork for any volunteer injuries or incidents, including but not limited to communicating with the Executive Director and Adoptions Manager regarding any restrictions, and communicating with key parties involved. When needed, implement safety steps/plans for volunteers, together with other related training.

Evaluate, revise and distribute the Volunteer Manuals (dog walking, cat room, PetsMart, etc.) while adhering to Save-A-Pet’s rules, policies and procedures. This duty includes any updates to the Manuals that take place throughout the year.

Work with the Executive Director and Adoptions Manager to handle/administer any required disciplinary action for volunteers, when required.

Administrative Duties

Manage and facilitate the staff online training that includes harassment, safety and other required annual employment training courses.

Data entry for our Donor Perfect database, and when needed for our animal software database.

Monitor and maintain office and maintenance supplies. Ensure office equipment is properly maintained and serviced.

Provide administrative support to the senior leadership team which may include, but is not limited to copying and scanning, filing, handling mailings, answering and/or making phone calls. sorting and coding incoming mail.

Perform other duties as assigned by the Executive Director, Adoptions Manager or in s/he’s absence the President of the Board of Directors.

Qualifications/Skills/Experience Required:

· One or two years of related experience in volunteer management and administrative work. Associate’s degree from an accredited university, bachelor’s degree is preferred.

· Excellent customer service skills with the ability to maintain a positive attitude.

· Ability to coordinate and implement programs and procedures, manage and communicate with a diverse group of people and speak in public.

· Possess ability to efficiently type.

· Excellent written and verbal communication skills and possess the ability to manage multiple tasks simultaneously.

· Proven ability to organize and implement training.

· Must demonstrate comfort and experience in working with very large databases and records.

· Must possess the ability to learn, navigate and become proficient in Save-A-Pet’s volunteer software and databases, Donor Perfect software, and online staff training modules.

· Must possess proficiency in Microsoft Office, Outlook and Excel.

· Possess highly developed interpersonal and networking skills, organizational skills and the ability to work under pressure with many priorities with timely follow-up and deadlines.

· Knowledge of non-for-profit organizations is preferred.

Disclaimer:

The above statements/document is intended to describe the general nature and level of the work being performed by a person assigned to this position. This is not an exhaustive list of all duties and responsibilities. Save-A-Pet management and the board of directors reserve the right to amend and change responsibilities to meet business and organizational needs as necessary.

April 2025

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Weekends as needed

Language:

• English (Required)

Ability to Commute:

• Grayslake, IL 60030 (Required)

Ability to Relocate:

• Grayslake, IL 60030: Relocate before starting work (Required)

Work Location: In person

Salary : $23 - $25