Manager, Administration - Behavioral Rehabilitation Center

Administrative Management and Executive Assistance (60%)

• Manage the daily administrative operations for the BRC and ensure work is accurate and consistent with identified standards and procedures.

• Provide support in the collection and management of animal health and rehabilitation data. Monitor survey responses, complete intake paperwork, and print kennel cards and signage as needed.

• Provide ongoing review of administrative operations and propose changes to maximize effectiveness.

• Assist with the VP's complex calendar. Schedule group meetings, conferences, teleconferences and travel as needed.

• Maintain a deep knowledge of the VP's priorities and workflow. Perform long-range planning, juggle frequent last-minute changes, and coordinate with internal and external constituents.

• Provide administrative and executive assistance to BRC Leads in Medical, Behavior, and Operations (as needed)

• Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare and submit expense reports.

• Project manage the BRC SOP process, which includes hundreds of documents that need to be reviewed, edited, finalized, and formatted by cross-branch stakeholders.

• Project manage BRC projects as requested by the BRC Vice President

• Scribe for several weekly BRC meetings and provide support in other meetings, such as the RS Quarterly Meeting, as needed.

• Serve as the general hub of information for the BRC team.

• Draft and send the "BRC Weekly Snapshot" email to keep all staff updated on important announcements and interdepartmental news.

• Collaborate with fellow administrative professionals in Rehabilitation Services and across the organization.

• Coordinate visitor schedules and assist with logistics planning, as needed. (This may include media, donors, external shelter groups, internal department visits, etc.)

• Support management initiatives and presentations by contributing to and participating in staff meetings and training sessions, copy editing documents, preparing Power Point slides, templates and forms as needed.

• Oversee logistical support as needed for meetings (electronic and in-person), events, conferences, webinars and conference calls including room setup, refreshments, A/V needs, catering, travel/accommodations, ASPCA swag, and recording minutes.

• Facilitate work requests with Facilities, Centralized Services and Office Services by serving as the point-person for communications.

• Coordinate the Fun Committee with decisive voice on activities.

• Act as co-Fleet Coordinator with BRC Facilities Manager

• Coordinate milestone and birthday recognition for staff. Ensure individual and team wins are celebrated.

• Monitor new technologies in use at the ASPCA, learn them, and guide VP in implementation for maximum efficiency/effectiveness.

• Organize documents in Box and maintain orderly online filing system for entire BRC home drive.

• Maintain the highest level of confidentiality while handling sensitive information and issues.

• Process the mail and donations that arrive.

• Assist as requested in behavior treatments and evaluations as a "novel person".

• Answer the front door to allow package delivery, entrance to volunteers, etc.

• Respond to the following:

• Public inquiries via phone, email, and in-person visits (e.g., info about center, intern requests, requests for behavior help with pets, etc.)

• External and internal requests to take dogs into the BRC program (connect them with Senior Director of Operations; make sure follow-up is complete.)

• Rescue groups/fosters who are following up on dogs they have sent to the BRC.

• Support or oversee other administrative activities and special projects as identified by the Vice President

• Support the daily care and transportation of animals as needed

Financial and Inventory Management (30%)

• Manage the VP and other BRC VISA accounts, including creation and submission of timely monthly expense reports.

• Act as level 1 reviewer of BRC expense reports

• Work with the Senior Manager of Rehabilitation Services to process BRC related payment requests and invoices, expense classification, and document management through the Workday system.

• Guide suppliers through the vendor setup and reimbursement process ensuring accuracy and sales tax exemption rules are followed when applicable.

• Manage vendor relations by serving as the point-person for Centralized Services, completing timely payments to them and identifying cost-effective vendors with superior products.

• Monitor the department's expenses (including regular reviews of the Verizon bills) and ensure ASPCA resources are used efficiently and effectively.

• Assist Finance department by ensuring that any GL-code reclassifications are communicated to them.

New Hire Onboarding Support (10%)

• Manage BRC uniform inventory, including purchasing items as needed.

• Manage first day administrative activities for new hires.

• Assist hiring managers with the onboarding process for new hires and consistently update the BRC onboarding guide.

• Facilitate recruiting process for interviewing candidates, including setting up interviews, greeting candidates, and providing forms and follow up as required by hiring managers.

• Participate as a panelist in panel interviews across Rehabilitation Services, as needed.

Exemplifies the ASPCA's Core Values:

• Has Commitment and dedication to improving the lives of animals

• Demonstrates Ownership and feels responsible for outcomes

• Believes in Team - that we are stronger together

• Seeks to Elevate others and reimagine what is possible

• Focuses on Impact, specifically making change for animals

Qualifications:

• Proven ability to seek and build positive and productive relationships that allow coordination of activities and communications between individual stakeholders and departments.

• Demonstrates initiative, judgment, diplomacy, sensitivity, and respect for confidentiality.

• Strong team player combined with ability to self-manage and work independently.

• Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities

• Exceptional verbal and written communication, including excellent grammar and editing and proofreading skills.

• Strong Microsoft Office skills required, especially Excel

• Familiarity with Workday a plus

• Experience with Salesforce, Excel, AirTable and One Note or other project management software strongly preferred

• Proactive with the ability to anticipate needs.

• Excellent organizational skills

• Ability to analyze and reprioritize assignments.

• Ability to anticipate and react swiftly, positively and effectively to problems.

• Ability to implement new procedures effectively.

• Ability to successfully work in a high-volume, fast-paced environment and multi-task with a high degree of integrity and accountability, and without loss of attention to detail.

• Proven ability to manage and coach staff effectively.

• Ability to work well within a team and communicate effectively and respectfully with all levels of staff and volunteers.

• Ability to work in proximity to behaviorally and medically compromised animals and feel comfortable working in an environment where euthanasia is performed. Quick to recover from difficult situations.

• Ability to walk, bend, stand and reach constantly during a minimum 8-hour day.

• Ability to drive a vehicle.

• Must be able to occasionally lift and move up to 50 pounds.

Additional Information:

• Occasional weekends and/or evenings Behavioral Rehabilitation Center in Weaverville, NC

• Must provide a valid driver's license upon hire and pass a motor vehicle history check demonstrating a safe driving history.

• Fear Free Shelter certification is required within 60 days of hire.

Education and Work Experience:

• Undergraduate degree required or equivalent work experience

• Minimum 2 years-experience supporting administrative and/or financial responsibilities in a fast-paced, service and people-oriented industry.

• Animal sheltering experience a plus

• Writing, editing, and/or proofreading experience

Compensation and Benefits:

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

The target hiring range for this role is $28-$30.

For more information on our benefits offerings,

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