Administrative Coordinator

Employer: ASPCA

Summary:

• ASPCA strives to maintain a COVID-free workplace. To that end, being fully vaccinated is a condition of employment for all ASPCA employees, including new hires.
• ASPCA makes reasonable accommodations for qualified applicants with disabilities or sincerely held religious beliefs that prohibit a person from being vaccinated.
• The Learning Lab is a professional education and partnership program whose mission is to promote increased national capacity for advanced behavioral healthcare for animals in shelters, and to facilitate a national network of partner shelters dedicated to providing such care.
• We collaborate with ASPCA behavior experts to create and deliver intensive workshops and trainings, online education, resource sharing, active networking, and ongoing support for shelters across the country.
• The Learning Lab is a department in the ASPCA’s Rehabilitation Services group, which includes the Behavioral Rehabilitation Center (BRC) in Weaverville, NC, the Cruelty Recovery Center (CRC) in Columbus, OH, and the Recovery and Rehabilitation Center (R&R) in Pawling, NY.
• All three facilities provide opportunities for animals to heal, behaviorally and physically, after rescue, while advancing the animal welfare field through research, developing effective interventions, and sharing innovations with other organizations nationwide via the Learning Lab.
• The Administrative Coordinator is a key role in the Learning Lab, providing administrative support and information management services for all areas of program operation, ensuring the team can deliver on our mission.
• Serving as the general hub of information, schedules, and data for all things Learning Lab, the Administrative Coordinator must be highly organized, efficient, and adaptable in a fast-paced environment with great communication and people skills.
• This team member will report to the Senior Director of the Learning Lab.

This remote-based position is open to all candidates based within the United States.

Responsibilities:

Responsibilities will include but are not limited to the following:

Operations & Administrative Support (50%)

• Manage the calendar of all on-site and remote events, including scheduling and coordinating participants and subject matter experts, making meeting room, dorm, and restaurant reservations, and arranging online meetings
• Help coordinate Learning Lab staff calendars to strategically plan for education events and team meetings Liaise with internal teams to plan and schedule staff and animals’ participation in learning sessions and outings
• Monitor and manage communications received via the team’s shared email inbox
• Take and distribute notes during meetings and events
• Channel information requests between shelter partners and ASPCA staff
• Monitor internal and external news sources for updates relevant to the Learning Lab’s partners, programs, and mission
• Assist with preparation of program newsletters and social media posts
• Collaborate with administrative colleagues on other Rehabilitation Services teams and ASPCA departments, ensuring cross-departmental administrative coordination and alignment
• Assist with tracking program budget, expenses, and grants
• Submit check requests and expense payment requests as directed
• Complete and submit monthly expense reports for Learning Lab team members

Logistical Coordination for Educational Events & Key Partnerships (25%)

• Organize and distribute all materials and equipment for use by participants and facilitators
• Conduct all venue set up and break down, including signage, supplies, catering, seating, and basic A/V
• Conduct Zoom meeting set up, manage breakout room assignments, provide basic participant user support
• Monitor event timing and communicate with staff and facilitators to stay on schedule
• Manage event photography by organizing and distributing images
• Submit relevant IT and Facilities help tickets and coordinate as needed to see issues through to resolution
• Manage shipping, receiving, and inventory of supplies
• Schedule, reserve, and coordinate staff travel for events, conferences, and site visits
• Reserve venues and hotel room blocks for off-site educational events
• Serve as the point of contact for travel logistics and dorm check in/out for educational event participants
• Organize local outings and social events for participants of events
• Assist with basic administration of the program’s online, multi-organization community, including inviting new participants, monitoring posts, and managing uploads

Resource Development & Data Management (25%)

• Provide basic project management support during development of new initiatives, including resource organization, deadline tracking, etc.
• Follow up with subject matter experts, facilitators, and stakeholders on deliverables
• Assist with formatting, proofreading, editing, and updating written educational and informational materials and presentations, in keeping with the ASPCA style guide
• Apply for and coordinate Continuing Educations Units (CEUs) for Learning Lab educational offerings
• Coordinate collection, organization, summarization, and distribution of documents, feedback, and media collected from participants
• Use database software to track program elements such as metrics, partner relations, contacts, and resources
• Assist with summarizing and reporting participant progress and program metrics updates to stakeholders
• Organize Learning Lab photo and video libraries and track their contents
• Assemble requested information in preparation for meetings and events
• Additional duties and projects as designated by supervisor

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

Education and Work Experience:

• Minimum of 2 years of professional experience working in an administrative role that included information management and reporting support
• Educational event/conference planning experience is a plus
• High school diploma or GED is required
• Bachelors’ degree or equivalent knowledge and experience is a plus

Additional Information:

• Occasional overtime may be required
• Valid drivers’ license is required
• Is willing to travel occasionally to attend Learning Lab events (Less than 10% annually)
• Animal shelter experience is a plus
• Extensive screen time is required

Qualifications:

• Approaches tasks with a “can-do” attitude, Detail-oriented,
• Excellent organizational skills, excellent written and verbal communication skills,
• Flexible when plans or expectations change quickly,
• Forms authentic, trusting relationships across teams and organizations with which they work,
• Helps create connections between people, ideas and plans, Identifies and implements new approaches to improve systems and efficiencies,
• Is a “people person”; truly enjoys working with others, supporting teams and collaborating,
• Knowledge of and proficiency supporting PC/MAC and associated peripherals, meticulous,
• Plans, organizes and prioritizes work well,
• Proficiency performing basic tasks in a relational database.
• Experience with AirTable is a plus,
• Strong writing, editing and proofreading skills,
• Works equally well independently and as part of a team

Language:

• English (Required)

Education and Work Experience:

• High School Diploma (Required)

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