|Job title||Director of Shelter Operations|
|Reports to||Executive Director|
The Director of Shelter Operations is responsible for maintaining the effective and efficient operation of all animal shelter activities. This position has supervision over Animal Care, Guest Relations, Adoptions, Admissions, Transports, Foster Care, Medical, Behavior and Facility Maintenance Programs and Employees, and works in collaboration with the Volunteer and Special Events Coordinator to oversee the Volunteer Program. The Director of Shelter Operations works under the direction of the Executive Director and closely with other departments to ensure strategic and economical use of resources and works to advance Humane Society of Sedona within the guidance of its mission and strategic initiatives.
Essential Duties and Responsibilities
- Provide leadership, management, and planning to ensure all Shelter programs are operating at the most humane and highest standard possible.
- Reviews, develops and implements animal shelter policies and procedures.
- Oversees training; conducts meetings with staff to review procedures, discusses issues, and shares ideas for improvement
- Ensures daily health and wellbeing rounds are performed, including animal inventory, individual animal care plans and allocation of space and resources, such as volunteer support.
- Maintains shelter program records and statistics presenting concerns, trends and routine reports to the Executive Director.
- Oversight of supply & equipment ordering and inventory, ensuring most cost effective procurement and usage.
- Reviews and presents documentation of progress and achievements for the Executive Director to share at monthly board meetings
- Ensures movement of animals through managing intake, keeping animal flow efficient but individualized based on the animal’s needs
- Serve as the liaison to the contracted Veterinarian, and implement and oversee medical care policies and procedures for treatments, diagnostics and disease control measures.
- Actively participate in the development and implementation of the strategic initiatives and growth of the organization.
- Manages shelter employee engagement and resources, including professional development, onboarding, scheduling and spearheading a positive, collaborative culture amongst employees, volunteers, guests and other constituents.
- Develop, manage and monitor the annual shelter operations budget to ensure best use of resources within budget constraints.
- Manage the overall activities of the Animal Care, Guest Relations, Adoptions, Admissions, Transports, Medical, Behavior, and Maintenance programs.
- Establish and ensure the appropriate animal care and handling protocols are followed by all employees and volunteers, and ensure Humane Society of Sedona maintains the highest standards of sanitation and care of animals entrusted to the shelter.
- Oversee routine maintenance of the shelter facility and grounds, arrange for repair of all items either by internal employees or through coordination of subcontractors.
- Ensure sufficient staff coverage throughout the day across all shifts and departments.
- Ensure all shelter personnel are thoroughly trained in guest relations, the proper methods of animal handling, prevention of accidents, elimination of hazards and personal injury.
- Manage employee engagement and human resource oversight including payroll, approve PTO, vacation, and other requests.
- Responsible for developing and maintaining the shelter operations yearly budget and staying within approved guidelines.
- Oversee the maintenance of equipment and systems.
- In cooperation with all departments, ensure compliance with government agencies including OSHA, City of Sedona, and AZ Department of Agriculture.
- Perform staff reviews, staff recognition, responsible for hiring, separation and/or coaching and counseling.
- Model and build positive relationships and collaboration amongst staff and volunteers.
- Develop an annual plan for the shelter that provides benchmarks, quality assurance, and proper statistics.
- Facility, grounds and fleet management.
- Oversee offsite adoption areas (i.e. PetSmart). Arrange transport, maintain full kennels, work with store management, manage volunteers and care of animals, etc.
Supervisory Duties and Responsibilities
- Directly supervise employees and volunteers within the assigned department(s).
- Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
- Interview, hire, onboard and train employees; plan, assign, and direct work; appraise performance; reward, coach and counsel employees; address complaints and resolve problems.
- Volunteer supervision and mentorship, lead, train, or participate in work team assignments.
- Performs any other duties assigned by supervisor in accordance to HSS policies as needed.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to read and interpret documents such as safety rules, operating instructions and procedure manuals.
- Ability to perform mathematical functions.
- Ability to perform basic clerical and bookkeeping skills.
- Ability to keep accurate and detailed records.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to process complex verbal and written instructions and translate them into a series of logical problem solving steps.
- Ability to communicate effectively verbally and in writing.
- Ability to fluently speak, write and understand English.
- Ability to write legible on HSS forms, reports and documents.
- Ability to operate a desktop PC, 10 key calculator and related peripheral computer equipment.
- Ability to perform cash handling and credit card functions.
- Ability to answer all questions effectively and in a pleasant manner.
- Ability to communicate effectively with the public and to a variety of audiences.
- Ability to interact productively with individuals at all levels within the organization.
- Ability to adhere to disease management and safety protocols.
- Ability to establish and maintain effective working relationships with co-workers and volunteers of diverse background and cultures regardless of race, religion, sex, sexual orientation, disability or political affiliation.
- Ability to work in a team oriented and frequently changing environment.
- Ability to work under stress during transition, crisis or disaster situations.
- Ability to work varied hours/days, including nights, weekends, and holidays, as needed.
- Ability to provide and support HSS’s vision and direction.
- While performing the duties of this Job, the employee is regularly required to walk and stand for long periods of time.
- While performing the duties of this Job, the employee must be able to handle, grasp and feel objects, tools; reach with hands and arms; and communicate through verbal and written.
- The employee must occasionally lift and/or move up to 25 pounds.
- The employee must be able to place and retrieve information in and from computer software.
- The employee must be able to utilize phone system, 10-key calculator, copier, scanner, desktop PC and related peripheral computer equipment.
- Specific vision abilities required by this Job include close vision and the ability to adjust focus.
- While performing the duties of this Job, the employee will be required to handle, restrain, lift and have contact with domesticated animals.
- While performing the duties of this Job, the employee must be able to bend and use legs, arm and back muscles without discomfort.
- While performing the duties of this Job, the employee is regularly exposed to and comes in close contact with domestic animals; therefore, the employee cannot be allergic to these animals.
- The employee is required to adhere to company personal appearance policy and wear supplied uniform shirts/jackets when required.
- The employee may be required to work extended hours during an animal transport, events, company-defined crisis, disaster situation or other activity.
- Diversity – Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.
- Ethics – Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
- Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
- Analytical – Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
- Guest Service – Manages difficult or emotional guest situations; Responds promptly to guest needs; Solicits guest feedback to improve service; Responds to requests for service and assistance; Meets commitments.
- Delegation – Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
- Judgement – Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
- Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules people and their tasks; Develops realistic action plans.
- Quality – Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
- Teamwork – Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this Job, the employee is regularly exposed to domesticated animals and susceptible to being bitten or scratched.
- Clerical aspects of job are performed in office setting.
- While performing the duties of this Job, work is performed constantly in an animal shelter that operates seven days per week with exposure to animals, including some with questionable health and temperament concerns, high noise levels, bites, zoonotic diseases, and cleaning agents.
- While performing the duties of this Job, the employee frequently positions self to handle animals of all sizes in a variety of areas and positions (low cages, high cages, on tables, on the floor, in vehicles, etc.).
- The noise level in the work environment varies from moderate to high levels.
- Bachelor’s degree in a related subject required as well as 5 years of related managerial experience managing a diverse staff with a wide variety of duties, preferably in Animal Welfare.
- CAWA certification preferred.
- Knowledge of best practices of animal shelter operations and programs.
- Demonstrated compassion for people and animals with a track record of making a positive impact for animals and people.
- Excellent interpersonal and guest relations skills
- Highly organized and detail oriented and enjoy working with volunteers in a dynamic environment.
- Able to work well in challenging emotional settings under pressure.
- Excellent leadership skills, and experience motivating and developing others required.
- The ability to juggle multiple demands and work collaboratively is critical.
- Proficiency in Microsoft Office suite of products required.
- Work-related animal care experience preferred.
- Knowledge of animal management database preferred.
- Strong organization and communication (both oral and written) skills.
- Valid unrestricted Driver’s license required.