Manager of Volunteers and Community Events

FLSA STATUS: Exempt

DIVISION: Community Outreach/Volunteer

EFFECTIVE DATE: As soon as filled

JOB SUMMARY:  The Manager of Volunteers and Community Events is responsible for growing and strengthening AWLA’s volunteer program, utilizing volunteers as a critical component of all of its activities.  The Manager will be responsible recruiting, training, and supervising volunteers; building relationships/communication among staff and volunteers; maintaining volunteer records, appreciating/recognizing volunteers, and coordinating volunteer schedules. In addition, the Manager of Volunteers and Community Events will work with the Senior Manager of Community Engagement to plan AWLA’s events/activities in the community, including AWLA’s Alexandria’s Walk for Animals, the Fun Dog Show, Howl-o-Ween and end-of-the-year activities.  He or she will work with volunteers to expand AWLA’s ability to provide tours and other educational opportunities to the community.  

ORGANIZATIONAL RELATIONSHIPS:

This position is supervised by: Senior Manager of Community Relations

The positions identified below report to this position: AWLA Volunteers

ESSENTIAL FUNCTIONS OF THE JOB INCLUDE:

Volunteer Recruitment:

  • Recruits, interviews, and screens volunteers
  • Recruits volunteers for AWLA special events and supervises volunteers at all AWLA events
  • Maintains volunteers’ personnel records, noting special skills and interests
  • Matches volunteers to appropriate jobs, which meet the needs of the organization as well as those of the individual
  • Regularly surveys staff and volunteers to reassess whether needs are being met
  • Updates volunteer job assignments as needed
  • Responds in a timely fashion to all inquiries regarding the volunteer program

Volunteer Management:

  • Supervises volunteers in performance of duties, providing them with regular feedback and special guidance when requested or required
  • Coordinates, recruits and trains a team of volunteer mentors to assist with orienting and training new volunteers
  • Plans and executes volunteer recognition programs
  • Reviews and updates the Volunteer Handbook, job descriptions, training materials, and other pertinent forms as needed
  • Strategizes methods for developing staff/volunteer relationships and communication methods
  • Networks with peers locally and nationally to ensure the League is informed of best practices and innovations in volunteer management
  • Regularly communicates with supervisor and prepares department reports monthly, or as requested
  • Notes any volunteer injuries or accidents and reports them to the Human Resources representative
  • Addresses any and all disputes that may arise between volunteers or between volunteers and staff, coordinating with the affected department heads
  • Re-trains, disciplines and/or terminates volunteers who do not meet the expectations set forth in the Volunteer Program

Event Planning:

  • Plans AWLA’s events in the community utilizing volunteers. These events range from AWLA’s large Alexandria’s Walk for Animals to speaking engagements at a local community group.
  • Builds a team of outreach volunteers to assist with planning and attending these events

POSITION SPECIFICATIONS:

Required:

  • Two or more years supervisory experience
  • Proven ability to multi-task and work under pressure
  • Proven ability to plan and successfully implement large-scale events of 200 or more people
  • Comfort using online systems for tracking information

Education and Training:

  • 3-5 years of event planning / development experience
  • At least two years of supervisory experience
  • Required: Current Virginia State Driver’s License
  • Preferred: Some exposure to animal welfare/animal sheltering issues

WORKING CONDITIONS:

  • Indoors in an air-conditioned/heated office, outdoors at the shelter, or on location for various activities
  • Equipment use: Includes use of PC, laser printer, copy machine, fax machine, telephone
  • Working around animals
  • Exempt position
  • Work hours:  40 hours per week. Five days a week for 8 hours a day.  Schedule will need to rotate at least monthly to interact with volunteers on every day of the week. Evening and weekend hours will be required.

MENTAL, PHYSICAL, AND COMMUNICATION DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Requires working alone or with minimal supervision (must be self-motivated)
  • Requires patience and tact when working with difficult, emotional, or angry people
  • Requires speaking and writing effectively and clearly in a professional  manner
  • Requires clear verbal communication over the telephone and intercom systems to internal or external individuals
  • Requires treating people and animals in a pleasant, courteous, and professional manner
  • Requires the ability to work in a team environment and to provide team leadership

This position description in no way states or implies that these are the only duties to be 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.

 

Community Outreach and Adoptions Associate

JOB SUMMARY: Responsible for providing assistance to visitors and clients with League-related business including, but not limited to adoption counseling, completing retail transactions and purchases by customers; answering phones; issuing licenses; receiving surrendered animals; providing animal care; providing humane education and participating and attending outreach events in the community.

ORGANIZATIONAL RELATIONSHIPS :
This position is supervised by : Community Outreach and Adoptions Manager, Deputy Director

The position identified below report to this position : None

ESSENTIAL FUNCTIONS OF THE JOB INCLUDE :
Adoption Counseling:

  • Assist the public in making appropriate adoption matches
  • Explain AWLA adoption policies and procedures to potential adopters
  • Use customer service skills to facilitate potential applications in a positive manner in support of AWLA mission and objectives.
  • Conduct adoption and behavior consultations
  • Ensure that all adoption related literature is assembled prior to the adoption consultation
  • Review all pertinent information on the application with the potential adopter privately
  • Conduct all post-consultation activities prior to the adoption
  • Maintain a complete and accurate file regarding all actions associated with the adoption
  • Ensure that the completed adoption contract is at the shelter prior to the adopter’s scheduled pick-up time
  • Advise shelter personnel of the pick-up time as well as any required pre-adoption medical procedures
  • Arrange transfer of veterinary records from the previous owner to the new adopter if appropriate
  • Conduct all final adoption processes
  • Ensure that all required actions are completed prior to releasing the animal to its new home
  • Telephone the adopter following the pick-up of the animal to maintain contact and advise on any potential problems as needed
  • Conduct consultations for owner surrendered animals
  • Document a complete personality profile of the animal
  • Discuss the adoption potential of the animal and gather detailed information on the history of the surrendered animal

Administrative:

  • Coordinate the intake of stray, injured and owner-relinquished animals
  • Accurately complete all animal intake paperwork
  • Contact drivers and rehabilitators for wildlife as appropriate
  • Maintain accurate animal intake information in database
  • Retrieve general voice mail messages and respond to calls and/or forward them to the appropriate department
  • Coordinate the Lost & Found process
  • Accurately complete the daily tracking for lost and found including matching lost reports with any stray animals in the League’s care
  • Contact potential owners when a stray animal matches their description of their lost pet
  • Contact other shelters and the Washington Post to report stray animals
  • Coordinate trap rental to City residents and maintain records on traps in use and traps overdue for return
  • Maintain an updated listing of the disposition of all rental traps
  • Follow up on overdue traps

Financial:

  • Sell Spay/Neuter certificates and process licenses, accurately completing all paperwork and input into database
  • Accept monetary and in-kind donations from the public, thank the donor and forward notices of donation to the Development Assistant
  • Correctly complete cash and non-cash receipts
  • Accurately process cash, check and credit card transactions, adhering to League accounting policies
  • Assist clients with retail item purchases, maintain inventory and ensure displays are stocked and orderly.

OTHER DUTIES/FUNCTIONS

  • Provide support to the League’s team effort including, but not limited to:
  • Communicating regularly with supervisors to ensure that they are aware of any issues pertinent to their areas of responsibility
  • Keep the lobby neat and tidy
  • Clean Front cats and small animals daily
  • Participate in playgroups daily
  • Participate and attend community outreach events in support of AWLA mission
  • Ensure that all supplies and forms are stocked by communicating to the administrative department as to current and future needs
  • Participate in staff meetings to share ideas and suggestions for improving the organization as a whole and for improving the quality of animal care
  • Perform other duties as requested to ensure the internal and external well being of the Animal Welfare League of Alexandria

POSITION SPECIFICATIONS :

  • Required: Minimum of one year experience in a customer service environment, proven ability to handle multiple tasks in a busy workplace environment, ability to accurately and consistently perform data entry, strong customer service skills and the ability to maintain a professional appearance and demeanor at all times, ability to perform basic mathematical calculations, understanding of the humane care and treatment of animals
  • Desired: Experience with animals, Chameleon database, volunteering or working in an animal shelter environment
  • Education/Training: High school diploma or equivalent

WORKING CONDITIONS :

  • Indoors in air-conditioned/heated office, outdoors at shelter or on-location for various activities
  • This highly visible position requires tact and excellent customer service skills
  • Equipment Use: Includes use of PC, laser printer, copy machine, fax machine, and telephone
  • Work Hours: Hours are determined in accordance with the current needs of the League – Schedule will include work hours on Friday, Saturday, Sunday, and Monday
  • Regular evening, weekend, and holiday hours are required.
  • Regular exposure to animals

MENTAL, PHYSICAL AND COMMUNCIATION DEMANDS :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Requires working alone or with minimal supervision. Must be self-motivated.
  • Requires patience and tact when working with difficult, emotional or angry people.
  • Requires speaking and writing effectively and clearly in a professional manner.
  • Requires clear verbal communication over the telephone and intercom systems to internal or external individuals.
  • Requires treating people and animals in a pleasant, courteous and professional manner.
  • Requires ability to work in team environment and to provide team leadership
  • Requires basic animal care and handling of a variety of animals

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their supervisor.

COMPENSATION: 
The Animal Welfare League of Alexandria offers an excellent benefits package and competitive compensation. The AWLA provides health care, dental, and vision coverage, a retirement plan, and additional employee benefits. Pay will be commensurate with experience.

To apply, please submit your cover letter, resume, and application (see link below) to the email address on our website, with the subject line “Community Outreach & AdoptionAssociate”.

Download our Application for Employment (View Word .doc)

Meet Athena - AWLA Pet of the Month - December 2016