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Volunteer, Office and Education Manager

Posted: 10/05/2020

Please send resume to apply@ruffstartrescue.org

Overall Summary of Responsibilities:
Volunteers are critical to achieving Ruff Start Rescue’s mission. Our 600-plus active volunteers work in every aspect of our organization from cat caretakers to transporting animals to greeting guests at our fundraising events. We literally could not operate the rescue without them. Recruiting, training, scheduling, nurturing and retaining our volunteers are crucial to the success of our organization. The Volunteer Manager is responsible for the success and management of our volunteer program, ensuring that volunteers are effectively utilized and continuously supported throughout the organization. This is a highly visible, leadership position that requires a can-do attitude and a commitment to problem solving. The Volunteer Manager interacts closely with all volunteers and staff, and must be approachable, friendly, upbeat, and a “people person”.

The ideal candidate must be passionate about animal welfare and Ruff Start Rescue’s mission and goals. This position will also be taking the lead role overseeing our education department. This includes training, mentoring, growing, and promoting our education programs. Education is a vital part of Ruff Start Rescue’s mission. The volunteer manager is also responsible for facility management oversight (receptionists, cat caretakers, facility maintenance, etc). Works closely with all department managers to ensure that the volunteers are properly managed, trained and retained.

This position oversees:

  • 600+ volunteers
  • 2-4 volunteer coordinators
  • 10-12 cat caretakers
  • 6 home visit coordinators
  • 10-12 receptionists
  • 15+ education committee members
  • 1 cleaning position

Volunteer Manager Duties and Responsibilities:

  • The manager is the volunteer’s first contact at RSR and, as such, sets the tone and expectations for all volunteers. The manager welcomes new volunteers to RSR through regularly scheduled orientation sessions, schedules volunteers into regular volunteer roles, connects volunteers with their supervisors, and follows up to ensure that the volunteers are integrating smoothly into their RSR department.
  • Work with department managers to recruit volunteers for all areas of the organization that

require volunteer assistance. Host a semi-annual volunteer management training for all staff.

  • Maintaining relationships and coordinating with various community agencies that are sources for volunteers.
  • Attending workshops/trainings on volunteer management and integrating relevant ideas back into the rescue.
  • Communicating RSR policies and procedures to volunteers, and providing correction as needed.
  • Creating and updating volunteer protocols, SOPs, handbooks, and training materials
  • Scheduling, organizing, and executing volunteer appreciation events
  • Acting as administrator on Official RSR Volunteer Facebook Group
  • Overseeing the Community Service Program, supporting volunteers looking to complete court-ordered community service or school programs with mandated hours of service.
  • Coordinate all volunteer activities and meet with various departments of the organization (i.e., Events/Fundraising, Animal Care programs, Communications, Education, Operations, Vetting, etc.) to distinguish volunteer needs.
  • Handle inquiries for information about the volunteer program including facility tours.
  • Ensure the volunteer database is accurate and has current information on each volunteer.
  • Maintain and update volunteer recognition program and keep up with reporting length of service.
  • Oversee and manage volunteer coordinators who process new volunteer applications within 48 hours and work with applicants.
  • Maintain records related to volunteers and their activities by noting individual skills, abilities, and special interests, and by tracking training, volunteer assignments, and other related information.
  • Supervise, encourage, evaluate, and provide corrective action as needed to ensure volunteers are motivated and performing assigned duties effectively.
  • Fills the position for volunteer coordinators, home visit coordinator, transport coordinators, receptionist and cat caretakers by posting, recruiting, training, and retaining these positions.
  • Confer with volunteers to resolve grievances and promote cooperation and interest.
  • The position manages the office while working in an unstructured environment with numerous interruptions throughout the day.
  • Develop and oversee program budget.
  • Coordinate/organize/attend corporate events and volunteer events.
  • Other duties as assigned.

Education Department

General Description:
Ruff Start Rescue believes education is key to producing responsible guardians of companion animals. To that end, the rescue has an active education program offering interactive information to pre-school, elementary and middle school students. We have also taken our message to high school students, daycares, boy/girl scouts, after school community ed classes, and senior citizens residing in assisted living facilities.
Our mission is: “to help children and young adults become responsible, compassionate and empathetic pet owners by educating them on pet care, adoption, and safety.” We hope to influence and educate the younger generation so the future holds fewer homeless pets and more responsible pet owners. Our message includes education on adopting animals from rescues rather than shopping for them in pet stores and the importance of spaying and neutering animals.

Education Manager Duties and Responsibilities:

The Education Manager is responsible for overseeing the Ruff Start Rescue Education program.

  • This individual will manage the education committee, including but not limited to; recruit and communicate needs with volunteers, arrange for presentations, reach out to potential presentation locations, respond to general education inquiries, and maintain direction for the education program.
  • This person will also cover other committee positions as needed, requiring an understanding of other roles and responsibilities within the committee structure.
  • Take an active role in the Ruff Start Rescue staff team and acts as the liaison between the two committees.
  • Requires someone who is motivated and passionate about the work of Ruff Start Rescue and the role of education in making a difference for animals.
  • Work with Marketing/Communications Manager to spread the word regarding the good work the committee is doing and the mission behind it. Work with the media on telling our story.
  • Develop and oversee program budget
  • Hold quarterly junior volunteer events on site in Princeton for minor volunteers.
  • The Education Manager is expected to attend monthly meetings with the Education Committee. These meetings will take place at the RSR office in Princeton, Minn., or an agreed-upon location determined by yourself and committee members. Education Committee meetings are held on the 4th Tuesday of the month at 6:30pm.

Office Manager Duties and Responsibilities: (Cat Caretakers, Receptionists, Maintenance)
The Office Manager is responsible for the oversight of ensuring the rescue can properly operate and continue our mission in our new workspace. This consists of recruiting and “staffing” volunteers in areas
needed to help with upkeep, the public, the cats, donations, cleaning, etc.

  • Responsible to recruit, retain, and reward receptionists and cat caretakers.
  • Responsible for all oversight and putting a system in place to handle anyone that comes into the building other than staff (public, fosters, volunteers, etc).
  • The office manager duties also consist of all oversight on filling and retaining the cat caretaker roles. These are volunteer roles that are currently filled for the most part, but that can always change. If a cat caretaker is unable to come in for a shift, you will be responsible to fill in for them or find a replacement.
  • The Office Manager should ask other members or receptionists to help with these responsibilities but they will be responsible to ensure we have a schedule and the duties are being completed by those within the office in a timely manner.
  • This position will also be responsible for oversight on all incoming donations, recording them, and inventory.
  • There are daily, weekly, monthly, and yearly tasks to keep up on around the office. Much of this workload can be delegated to receptionists if they are willing to help take on some tasks.
  • Lawn care, snow removal, garbage service, and facility maintenance in general. Grow the list of maintenance volunteers in order to help with these areas.
  • Oversee office cleaning schedule and making edits when staff changes

Specific Job Skills and Requirements:

  • Qualified candidates must a minimum of 2 years of volunteer management experience.
  • A passion for making a positive difference in the lives of animals.
  • Non-profit experience a plus. Animal welfare or related field a plus.
  • Proven experience working with the public, developing and maintaining excellent relationships to support goals/mission.
  • Very strong public speaking and teaching skills, with both large groups and in one-on-one situations
  • Enthusiasm, positivity, a “Can do” attitude, and the ability to motivate people
  • The ability to stay calm, collected, and professional in stressful or emotionally-charged situations
  • Excellent time management and organizational skills
  • Experience working with social media platforms, and mobile devices
  • The ability to multitask and work in a hectic, fast paced environment
  • Comfort providing constructive feedback and implementing disciplinary action when appropriate
  • Flexibility regarding work duties and openness to changing organizational priorities and programs
  • The ability to be a team player and work collaboratively with other departments and personalities
  • Willingness and ability to work hands-on alongside volunteers as needed to complete tasks such as cat caretaker, taking photos of animals, cleaning crates, putting away donations, and other time-sensitive, physical tasks
  • Ability to work productively in an unstructured environment with frequent interruptions
  • Must be comfortable with developing and implementing team concepts in work situations.
  • Strong interpersonal skills - outgoing, patient, professional, and able to get along well with a variety of people.

Access to Internet at all times. Smartphone required with access to email and Facebook

  • Maturity, good judgement and a professional personal appearance.
  • Strong written and verbal communication skills and be able to represent the mission, goals and policies of RSR in a creative and energetic manner.
  • Must reliable transportation
  • The ability to be able to lift 50 lbs and to be physically able to bend, stoop, kneel, squat, twist, reach, and climb steps
  • Proficiency in Microsoft Windows and Office, especially Word and Excel.
  • Proficiency using Gmail, including google drive documents, spreadsheets, forms, and maps.
  • Ability to take initiative and work with minimal supervision and direction at times.
  • Important considerations for this position include an understanding of why individuals are motivated to volunteer, how volunteers and staff work together and how adults learn new tasks and skills.
  • Ability to build and maintain good rapport with internal teams, volunteers and handle situations with confidence, tact and resourcefulness.

Benefits

  • Optional insurance options available after probationary period - you pay 100% premium at a discounted group rate

Short term disability Life Insurance Dental Insurance Accident Insurance Hospital Indemnity Insurance Critical Illness Insurance Cancer Insurance Vision Insurance

  • Medical Insurance offered at 50% of monthly premium
  • Vacation Leave upon completion of probationary period - 10 PTO days/year starting.
  • Professional Development courses covered up to $400 annually

. As part of the leadership team, we will be sending staff to the HSUS Animal Care Expo every other year to continue to learn and grow our mission. Must be willing to travel and attend the expo for 5 days in April with the team. All expenses paid (after probationary period).

Availability: 40+ hours a week

Monday - Friday 9am-5pm

Volunteer orientations twice a month at alternating locations Will need to be able to access emails outside of office hours when urgent situations arise or when volunteers under your department need to get a hold of you. You will also need to be available if a volunteer cat caretaker falls through, you will be the back up.

Reports to: Director of Operations

Job Type: Full-time

Pay: Salary $35,568.00 annual

Benefits:

  • Dental insurance
  • Disability insurance
  • Employee discount
  • Health insurance- RSR pays 50% premium
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan
  • Vision insurance

Schedule:

  • 8 hour shift
  • Monday to Friday
  • Weekends

Experience:

  • Management: 3 years (Required)
  • Customer Service: 3 years (Required)
  • Animal Care: 1 year (Preferred)
  • Volunteer Management: 1 year (Preferred)

Education:

  • Associate (Preferred)

Work Location:

  • One location

This Company Describes Its Culture as:

  • Detail-oriented -- quality and precision-focused
  • Innovative -- innovative and risk-taking
  • Outcome-oriented -- results-focused with strong performance culture
  • Stable -- traditional, stable, strong processes
  • People-oriented -- supportive and fairness-focused
  • Team-oriented -- cooperative and collaborative

Company's website:

  • www.ruffstartrescue.org

Benefit Conditions:

  • Waiting period may apply
  • Only full-time employees eligible

Work Remotely:

  • No

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