Manager, Administration

Summary:

 Are you a highly organized, proactive, and positive individual who thrives in a fast-paced, complex work environment? Are you as passionate about supporting teams administratively as you are about helping at-risk animals? If so, the role of Manager, Administration at the ASPCA’s Recovery & Rehabilitation Center (R&R Center) might be right for you! 

The Manager, Administration will oversee administrative functions and projects, support the R&R Center leadership, and supervise 1-2 Administrative Coordinators. The Manager plays a key role in the work by seeing to daily functions like invoice and inventory tracking, scheduling, and note-taking, and communicating with internal and external stakeholders, including owners of animals in the R&R Center’s temporary care. The Manager will also work collaboratively with administrative counterparts across Rehabilitation Services to provide unified support to the teams, continually learn and develop professionally, and provide backup support to one another.  

This role is perfect for a people person with sound judgement and excellent written and verbal communication skills. The ideal candidate is resourceful, solutions-focused, and a true team player who loves to help others, human and animal alike. 

Recovery & Rehabilitation Center Overview & Upcoming Launch 

The R&R Center, currently under construction in Pawling, NY, will be a unique program dedicated to providing integrated sheltering, behavioral, and medical care for canine victims of cruelty and neglect rescued through the ASPCA’s partnership with the NYPD. The R&R Center team will work closely with ASPCA teams in New York City, including the Animal Recovery Center (ARC), the Animal Hospital (AAH), the Canine Annex for Recovery and Enrichment (CARE), and the Adoption Center.  

The R&R Center is part of Rehabilitation Services (RS), which also includes the Behavioral Rehabilitation Center (CRC) in Weaverville, NC, and the Cruelty Recovery Center (CRC) in Columbus, OH. All three facilities provide opportunities for animals to heal after rescue. Protocols and procedures used by RS teams promote constant collaboration across all areas of expertise to achieve the best, most balanced support for animals. As they engage in hands-on care, teams prioritize the elevation of our work through ongoing learning. BRC, CRC and R&R staff play an integral role in advancing the animal welfare field through research, developing effective, efficient interventions and establishing new best practices, which the ASPCA shares through the Learning Lab—also part of the RS group—on ASPCA Pro, and at professional conferences. 

The target start date for this position will be January 13, 2025. The role will begin remotely and report to the R&R Center in Pawling, NY around May 2025. 

Responsibilities:

Development Phase: The following responsibilities apply to the R&R Center’s development phase, which includes program development, staff hiring and onboarding, and construction completion. This phase will end after program launch, when the team is fully staffed at the end of 2025. 

Responsibilities include but are not limited to: 

Program Development (40%) 

• Participate in the R&R Center program development and build the admin infrastructure needed for a new facility and program 

• Rapidly gain familiarity with ASPCA org-wide goals; learn about the work of Rehabilitation Services teams, as well as teams in New York City who will closely partner with the R&R Center; build new, collaborative relationships with colleagues and streamline systems where work intersects 

• Assist the VP and Senior Directors with calendars, expense reports, and program development projects, including developing and finalizing a comprehensive R&R Center SOP package 

• Assist the VP, Senior Directors, and the Program Development Core Team in executing a program launch plan, ensuring that staff, program structure and equipment are all in place for the start of operations 

Team Hiring and Onboarding (20%) 

• Complete your onboarding tasks and trainings 

• Hire and onboard direct reports 

• Work with R&R Center leads and managers and our Talent Acquisition Partner to schedule and coordinate interviews for the many new hires coming onboard as the program works up to full capacity 

• Complete I-9 verifications for new hires and assist with onboarding questions 

• As the R&R Center team grows, contribute to the development of a welcoming, healthy, and cohesive culture aligned with ASPCA Core Values 

Facility Preparation Support (40%) 

• Assist internal partners and external vendors to ensure that all supplies have been purchased, delivered and installed on time for launch 

• As part of a detailed launch plan, assist in the efforts to familiarize staff with their new building and organize trainings on equipment/tools they’ll use during daily operations 

• Field requests and coordinate visits for internal and external stakeholders to the new building 

• Assist with move-in tasks and grand opening events as needed 

Implementation Phase: The following responsibilities apply to the R&R Center’s implementation phase, which will begin at the end of 2025. 

Responsibilities include but are not limited to: 

Administrative Management and Executive Assistance (60%) 

• Serve as the overall hub of information for the R&R Center (both for the on-site team and the ASPCA overall). 

• Manage the daily administrative operations for the R&R Center and ensure work is consistent with standards and procedures; provide ongoing review of administrative operations and propose changes to maximize effectiveness. 

• Manage and protect the VP’s complex calendar. Book travel and arrange itineraries. 

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

• Provide administrative and executive assistance to R&R Center Leads and branches (Veterinary Services, Behavior, and Operations), as needed 

• Provide support in the collection and management of animal health and behavior data. 

• Communicate with owners of animals in the R&R Center’s temporary care, as required. 

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

• Collaborate with fellow admin professionals in Rehabilitation Services and across the ASPCA; follow the backup support SOP to ensure work is covered during out of office time 

• Oversee logistical support for meetings and events (including room setup, A/V needs, refreshments, catering, travel/accommodations, and recording minutes). 

• Coordinate team trainings, milestone recognition, and birthday recognition for staff; ensure individual and team wins are celebrated  

• Coordinate visitor schedules and assist with logistics planning and execution. Visitors may include media, donors, external shelter groups, internal department visits, etc. 

• Support management initiatives and presentations by assisting with data collection, preparing slides, templates, and forms as needed. 

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

• Act as R&R Center Location Lead and co-Fleet Coordinator.  

• Maintain orderly online filing system for entire R&R Center home drive. 

• Respond to public inquiries via phone, email, and in-person visits.  

• Process mail and donations that arrive. 

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

• Act as project manager for special projects and initiatives as assigned by VP. 

Financial and Inventory Management (30%) 

• Create and submit timely monthly expense reports for VP and yourself (others, as needed). 

• Work with the Senior Manager, Administration – Rehabilitation Services to process R&R Center related payment requests, expense classification, invoice tracking, 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 all foster and volunteer reimbursement requests. 

• If needed, process temporary worker timesheets. 

• Manage vendor relations by serving as the point-person for Procurement and Accounts Payable, completing timely orders and payments. 

• Assist the VP in monitoring the department’s expenses and ensuring ASPCA resources are used efficiently and effectively. 

New Hire Onboarding Support (10%) 

• Manage administrative activities for new hires, including I-9 verification. 

• Manage R&R Center uniform inventory, including purchasing items as needed. 

• Assist hiring managers with the onboarding process for new hires and consistently update the R&R Center 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. 

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: 

• Builds positive relationships and communicates effectively with all levels of staff and volunteers 

• Demonstrates good judgment, diplomacy, sensitivity, and respect for confidentiality 

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

• Excellent organizational and verbal/written communication skills 

• Proactive with the ability to anticipate needs and reprioritize assignments as necessary 

• Ability to work in proximity to behaviorally and medically compromised animals and feel comfortable working in an environment where humane euthanasia is performed.  

• Quick to recover from difficult situations. 

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

• Ability to drive a vehicle, if needed. 

• Ability and willingness to travel periodically, up to 5% of the time 

• Occasional weekends and/or evenings required to support the needs of the program 

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

Education and Work Experience: 

• HS Diploma or GED required; BS or BA preferred 

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

• Fluency in Microsoft Office required 

• Animal sheltering experience a plus 

• Writing, editing, and/or proofreading experience a plus 

• Familiarity with Workday, Airtable, and/or Canva a plus 

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

Compensation and Benefits: 

The applicable target hiring range for this remote role is based on where the employee works, which for remote roles is the employee’s primary location of residence, and its respective cost of labor. We have organized the U.S. varying costs of labor index into three geographic zones. As a point of reference, below, we have included our ASPCA locations by geographic zone to illustrate what the hiring range would be in each of the following areas.  

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 ranges for this role are set forth below and may be modified in the future.   

• Zone 1 (For example, Asheville, NC; Champaign, IL; Columbus, OH; Gainesville, FL; Miami, FL; Oklahoma City, OK; Overland, KS; Union, MO; Weaverville, NC): $28.85-$30.77 

• Zone 2 (For example, Los Angeles, CA): $31.73-$33.89 

• Zone 3 (For example, New York, NY): $34.86-$37.26 

For remote positions, you can view which zone applies to you based on your location. For questions regarding other locations not found on the list, please send an email to [email protected] for more information.     

For more information on our benefits offerings, visit our website. 

Stay Connected – Join Our Talent Community 

If you are interested in joining our team but do not see a position listed that fits your experience or interests, please join our Talent Community to stay connected to future opportunities with the ASPCA. 

Qualifications:See above for qualifications details.

Language:English

Education and Work Experience:High School Diploma

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.  A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA.  Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status,  or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).