Spay & Save Program Coordinator

Oregon Humane Society | Portland, OR

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Posted Date 10/22/2024
Description

Level: Experienced

Job Location: Portland Campus - Portland, OR

Position Type: Full Time

Salary Range: $21.15 - $22.24 Hourly

Description

About the Oregon Humane Society

Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we’re creating a More Humane Society.

The Team

This position is part of the Medical Services team within the Animal Medical Learning Center.

The Position

This position is ideal for someone who enjoys working with the public and wants to help connect pet owners from all walks of life to resources for their pets. The Program Coordinator will be part of a small and effective team that works closely with other departments at OHS as well as partner agencies across the Portland metro area. As an integral member of the Spay & Save team, the Program Coordinator provides a high level of customer service to our low-cost spay & neuter program clients and the general public, both in person and over the phone. Responsibilities include answering a high-volume call line; scheduling appointments, fielding questions, invoicing clients and making a difference in the lives of pets & their people. The Program Coordinator is expected to be knowledgeable about resources available to pet owners in our community and to work with all people in an open, friendly, and non-judgmental manner. The Program Coordinator performs all administrative tasks necessary in order to run the department efficiently.

All OHS staff members contribute to the stewardship of the organization’s mission and are expected to stay current on and understand issues related to animal welfare and OHS programs.

Essential Responsibilities

PERSONAL LEADERSHIP

  • Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
  • Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.

LEARNING

  • Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
  • Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
  • Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

  • Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
  • Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside OHS at all levels.
  • Leverage our best practices externally and grow OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

  • Provide client and customer support by answering calls and questions from the public or stakeholders about the Spay and Save program in a responsive and accurate manner. Must maintain a high level of program knowledge, new initiatives and changes that may affect clients or operations.
  • Schedule appointments between clients, partner agencies and/or internal departments. Answer program-specific questions as they arise.
  • Organize and administer a database of program specific and typically, confidential, information. Activities include timely and accurate data entry, data tracking, electronic and paper file management, report generation, generation of statistical data and organization of information.
  • Greet and assist visitors and clients to OHS. Support efficient visitor or client flow during check-in and checkout processes. Check animals into OHS in preparation for surgery, assisting in animal handling as needed. Follow up with appropriate parties regarding no-shows and cancellations.
  • Process payments for clients and partner agencies using established protocols.
  • Attend outreach and fundraising events. Prepare and present presentations to groups of varying size and demographics, ensuring that messages are appropriately targeted to each specific audience.
  • Assist in coordinating schedules and logistics for quarterly promotions in support of the program.
  • Assist all related internal and external departments as needed to support the program.

SUPERVISOR RESPONSIBILITY

Supervises: None

ACCOUNTABILITY

Reports Directly To: Hospital Operations Manager

Often Engages Directly With: Community Veterinary Hospital Team, Animal Care Team, Veterinary Social Worker, Customer Care Team, and Community Resource Center Team

Qualifications


Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane Society.

  • High School Diploma or GRE equivalent.
  • 1-3 year(s) related work experience providing customer service and administrative support.
  • Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful and professional manner.
  • Excellent customer service skills, including ability to work in an empathetic manner with clients in emotionally charged situations, either in person, via email or on the telephone.
  • Ability to balance multiple priorities and consistently meet deadlines.
  • Ability to solve problems of moderate complexity in a timely and logical manner.
  • Able to work with minimal supervision and to demonstrate sound judgment and reasoning when carrying out work duties.
  • Able to maintain confidential and proprietary information in accordance with OHS Standards of Conduct
  • Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff and volunteers.
  • Proficiency using the Microsoft Office Suite, including Outlook, Word, Excel.

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional and respectful in all circumstances.

WORKING CONDITIONS

  • Work is performed in an office and medical center/animal shelter environment.
  • Travel between the two campuses may be required.
  • Working at both campuses may be required.
  • Occasional weekend and evening work may be required.
  • Animal contact and related injuries may occur.
  • Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
  • Pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
  • Interactions with people experiencing high stress situations may occur.

PHYSICAL REQUIREMENTS

  • Occasional lifting and moving of inanimate objects weighing up to 50 lbs.
  • Occasional pushing and pulling of carted items weighing up to 100 lbs.
  • Occasional moving items above shoulder level.
  • Occasional use of hands and arms at or above shoulder level.
  • Prolonged standing, sitting and/or stooping may occur.
  • Occasional climbing and bending.
  • Must be able to lift, move, restrain, guide, or manage an animal weighing up to 150 lbs. on a leash on an occasional basis.
  • Must be able to remain in a stationary position for prolonged periods.
  • Ability to respond and perform life saving techniques in an emergency.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

About the Oregon Humane Society

Founded in 1868, Oregon Humane Society is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we’re creating a More Humane Society.

The Team

This position is part of the Medical Services team within the Animal Medical Learning Center.

The Position

This position is ideal for someone who enjoys working with the public and wants to help connect pet owners from all walks of life to resources for their pets. The Program Coordinator will be part of a small and effective team that works closely with other departments at OHS as well as partner agencies across the Portland metro area. As an integral member of the Spay & Save team, the Program Coordinator provides a high level of customer service to our low-cost spay & neuter program clients and the general public, both in person and over the phone. Responsibilities include answering a high-volume call line; scheduling appointments, fielding questions, invoicing clients and making a difference in the lives of pets & their people. The Program Coordinator is expected to be knowledgeable about resources available to pet owners in our community and to work with all people in an open, friendly, and non-judgmental manner. The Program Coordinator performs all administrative tasks necessary in order to run the department efficiently.

All OHS staff members contribute to the stewardship of the organization’s mission and are expected to stay current on and understand issues related to animal welfare and OHS programs.

Essential Responsibilities

PERSONAL LEADERSHIP

  • Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.
  • Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.

LEARNING

  • Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.
  • Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.
  • Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

  • Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.
  • Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside OHS at all levels.
  • Leverage our best practices externally and grow OHS’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

  • Provide client and customer support by answering calls and questions from the public or stakeholders about the Spay and Save program in a responsive and accurate manner. Must maintain a high level of program knowledge, new initiatives and changes that may affect clients or operations.
  • Schedule appointments between clients, partner agencies and/or internal departments. Answer program-specific questions as they arise.
  • Organize and administer a database of program specific and typically, confidential, information. Activities include timely and accurate data entry, data tracking, electronic and paper file management, report generation, generation of statistical data and organization of information.
  • Greet and assist visitors and clients to OHS. Support efficient visitor or client flow during check-in and checkout processes. Check animals into OHS in preparation for surgery, assisting in animal handling as needed. Follow up with appropriate parties regarding no-shows and cancellations.
  • Process payments for clients and partner agencies using established protocols.
  • Attend outreach and fundraising events. Prepare and present presentations to groups of varying size and demographics, ensuring that messages are appropriately targeted to each specific audience.
  • Assist in coordinating schedules and logistics for quarterly promotions in support of the program.
  • Assist all related internal and external departments as needed to support the program.

SUPERVISOR RESPONSIBILITY

Supervises: None

ACCOUNTABILITY

Reports Directly To: Hospital Operations Manager

Often Engages Directly With: Community Veterinary Hospital Team, Animal Care Team, Veterinary Social Worker, Customer Care Team, and Community Resource Center Team

Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane Society.

  • High School Diploma or GRE equivalent.
  • 1-3 year(s) related work experience providing customer service and administrative support.
  • Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful and professional manner.
  • Excellent customer service skills, including ability to work in an empathetic manner with clients in emotionally charged situations, either in person, via email or on the telephone.
  • Ability to balance multiple priorities and consistently meet deadlines.
  • Ability to solve problems of moderate complexity in a timely and logical manner.
  • Able to work with minimal supervision and to demonstrate sound judgment and reasoning when carrying out work duties.
  • Able to maintain confidential and proprietary information in accordance with OHS Standards of Conduct
  • Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff and volunteers.
  • Proficiency using the Microsoft Office Suite, including Outlook, Word, Excel.

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional and respectful in all circumstances.

WORKING CONDITIONS

  • Work is performed in an office and medical center/animal shelter environment.
  • Travel between the two campuses may be required.
  • Working at both campuses may be required.
  • Occasional weekend and evening work may be required.
  • Animal contact and related injuries may occur.
  • Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.
  • Pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.
  • Interactions with people experiencing high stress situations may occur.

PHYSICAL REQUIREMENTS

  • Occasional lifting and moving of inanimate objects weighing up to 50 lbs.
  • Occasional pushing and pulling of carted items weighing up to 100 lbs.
  • Occasional moving items above shoulder level.
  • Occasional use of hands and arms at or above shoulder level.
  • Prolonged standing, sitting and/or stooping may occur.
  • Occasional climbing and bending.
  • Must be able to lift, move, restrain, guide, or manage an animal weighing up to 150 lbs. on a leash on an occasional basis.
  • Must be able to remain in a stationary position for prolonged periods.
  • Ability to respond and perform life saving techniques in an emergency.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

Salary21.15 - 22.24 Hour
Listing Type
Jobs
Categories
Nonprofit
Position Type
Full Time
Experience Level
Mid Level
Employer Type
Direct Employer
Salary Min
21.15
Salary Max
22.24
Salary Type
/hr.

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