Volunteer Program Administrator at CommonSpirit Health Mountain Region

Austin, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

19 Jun, 26

Salary

45000.0

Posted On

21 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Volunteer Recruitment, Onboarding, Training Facilitation, Volunteer Management, Data Management, Scheduling, Mentorship, Program Development, Volunteer Recognition, Communication, Coordination, Compliance, Safety Guidelines, Interpersonal Skills, Time Management, Attention To Detail

Industry

Hospitals and Health Care

Description

Volunteer Program Administrator APA! BACKGROUND: Austin Pets Alive! (APA!) is one of Austin’s most dynamic and beloved nonprofits. The organization leads the No Kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues, treats, and adopts out 10,000 homeless dogs and cats each year, providing the safety net for Austin’s most at-risk shelter pets, which helps Austin to be a No Kill city, while also assisting other communities in saving homeless animals. The organization is distinguished by its large volunteer workforce and the scrappiness of its grassroots and its non-traditional, community-based animal rescue work. The organization continues to innovate best practices to save lives and spreads its impact by offering resources and mentorship related to its renowned lifesaving model through American Pets Alive!, APA!’s national division. In 2020, American Pets Alive! began the Human Animal Support Services (HASS) - an innovative initiative aimed at rethinking the traditional model of animal sheltering. It focuses on supporting both people and pets in the community to reduce the number of animals entering shelters and improve outcomes for both. The project encourages collaboration between animal welfare organizations and community-based services, with a goal of providing personalized, proactive support that positions animal welfare as a social service. BRIEF POSITION SUMMARY/OVERVIEW: The Volunteer Administrator plays a key role in advancing the goals of APA!’s Volunteer Department, with a focus on recruiting, facilitating orientation and Level 1 & 2 training to volunteers on several teams who support our operations (Dog & Cat Intake, Elgin Transport Hub & other teams). This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high-impact model for effective integration of volunteers into teams, facilitate Volunteer Integration courses, management of Better Impact Platform for assigned teams and providing essential support to staff and volunteers. The Volunteer Administrator is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high-quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands-on, mission-driven role focused on results, reliability, and teamwork. APA! is a volunteer-powered organization, so every staff member is expected to work alongside and support volunteers. The Volunteer Administrator collaborates closely with volunteers to complete day-to-day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect. This position may involve shift flexibility, weekend hours, and responsiveness during times of high need. Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day-to-day workflow. ESSENTIAL FUNCTIONS: Volunteer Administration * Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment * Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed * Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program * Help retain volunteers by offering encouragement, guidance, and feedback during shared work * Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager * Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts * Help set volunteers up for success by clearly explaining tasks, providing hands-on guidance, and offering in-the-moment support Volunteer Recruitment and Onboarding * Develop and implement strategies to attract volunteers interested and connected to our mission. * Conduct orientations and specialized training sessions for new volunteers. * Create educational materials and resources focused on medical protocols and procedures. Volunteer Management * Schedule volunteer shifts to ensure adequate support in the assigned programs. * Provide ongoing supervision, mentorship, and evaluation of volunteers. * Foster a collaborative and professional volunteer community within the programs. Program Development * Collaborate with staff to identify volunteer needs and roles. * Develop specialized volunteer positions, as needed. * Implement initiatives to enhance volunteer skills and engagement. Volunteer Recognition * Develop and execute a comprehensive volunteer recognition program. * Organize appreciation events, awards, and acknowledgment activities. * Highlight volunteer contributions through internal communications and social media. Communication and Coordination * Serve as the first point of contact for medical volunteers. * Maintain clear and consistent communication regarding medical policies, procedures, and updates. * Coordinate with other departments to ensure cohesive volunteer efforts across the organization. Data Management * Maintain accurate volunteer records using volunteer management software. * Track volunteer hours, training completions, and contributions for reporting purposes. Compliance and Safety * Ensure all volunteers adhere to APA!'s protocols and safety guidelines. * Address any volunteer concerns, incidents, or conflicts promptly and professionally. * Keep updated on veterinary regulations and ensure volunteer activities are compliant. Job duties may include some or all of the above, and other duties as assigned by manager OTHER FUNCTIONS: * Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills * Attend and participate in all required training sessions and meetings * Maintain open and consistent communication with Program Manager or designee, supervisor, and other colleagues * Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis * Able to react to change productively and perform other related duties as assigned * Able to work evenings, weekends, and holidays as needed * Able to work in a high-volume, fast-paced, high-stress environment * Comfortable working autonomously when given goals and deadlines QUALIFICATIONS, SKILLS, & EXPECTATIONS: * Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart * Commitment to APA!'s customer experience expectations * Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission * Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles * Comfortable working cross-functionally and serving as a liaison between volunteers, customers, and team members * Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials * Self-starter with strong time management; able to work independently and collaboratively * Excellent interpersonal skills; maintains a calm and professional presence in all situations * Strong attention to detail and high standards for quality * Adaptable to change and able to perform related duties as needed * Dedicated to delivering an exceptional and inclusive customer experience Education and Experience * Minimum of 2 years of experience in volunteer coordination or management preferred * Experience in a veterinary clinic, animal shelter medical department, or similar environment is highly desirable. Skills and Abilities * Strong leadership and interpersonal skills. * Excellent organizational and multitasking abilities. * Proficient in Microsoft Office Suite and volunteer management systems. * Exceptional communication skills, both written and verbal. * Ability to handle confidential medical information with discretion. * Willingness to work weekends or evenings as needed. Personal Attributes * Passionate about animal welfare and the mission of APA!. * Empathetic, patient, and capable of working with a diverse group of volunteers and staff. * Detail-oriented with a strong commitment to accuracy and safety. * Proactive problem-solver with a collaborative approach. * Eager to work with people, and get them excited about APA’s mission and the opportunities volunteering has to offer. PHYSICAL JOB REQUIREMENTS : * Must be able to routinely lift 40-50 pounds * Must be able to work around animals (including diseased, injured, and/or potentially aggressive animals), loud noises, chlorine or other chemicals, and inclement weather * Must be able to comfortably interact with cats/dogs of various health levels, including cats who may carry zoonotic diseases such as ringworm, scabies, intestinal parasites, etc. * Able to be on your feet for multiple hours of the day * Must be able to visually observe people and animals from up to 150 feet away * Must be able to pass all required dog handling training required for this position * Must be able to focus in a loud and busy environment despite distractions * Must be able to walk around shelter as needed - uneven ground, keeping a safe distance from dogs and handlers * If reasonable accommodations are requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job absent undue hardship to the organization. WORK ENVIRONMENT: * Animal shelter office environment, with exposure to environmental conditions that include working with and near animals * Uses own transportation to travel and transport * Work is normally performed inside; some outside work is required * Exposure to unpleasant odors and noises. * Exposure to bites, scratches and animal waste * Possible exposure to contagious diseases * Rapid pace with exposure to potential hazards including animal waste, disinfectants, and high levels of noise * Potential for animal bites and scratches and diseases that can be transmitted from animals to people * Occasional after-hours or weekend work may be required to support program needs TIME COMMITMENT: * This is a full-time, exempt position with an average of 40 hours per week (one weekend day is required). * Shift and schedule flexibility is required, as weekly schedule is subject to change * Able to work evenings, weekends, and holidays as needed WORKING RELATIONSHIPS: This position reports directly to the Director of Learning & Support Programs, or another individual designated by APA!. LOCATIONS: * Hwy 290 Medical Clinic - 4942 W Hwy 290 Austin, TX 78735 * APA! Main - Town Lake Animal Center 1156 West Cesar Chavez Austin, TX 78703 * APA! Cat Adoption Center and Gift Shop - 3108 Windsor Road Austin, TX 78703 * Tarrytown Dog Adoption Center, Play Yard & Gift Shop - 3118 Windsor Road Austin, TX 78703 * APA! Neonatal Nursery - 3102 Windsor Rd, Suite D Austin, TX 78703 * APA! Thrift Stores (Austin, Round Rock & Pfluggerville) * May travel to offsite locations as needed BENEFITS: Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees, including subsidized employer-sponsored medical coverage, subsidized and voluntary life insurance, voluntary dental, vision and short-term disability options, all effective the first day of employment. We also offer voluntary wellness and emergency sick plans, up to 2% match on 401(K) retirement plan, supplemental benefits, flexible spending accounts and additional life coverage. Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment, with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!’s ongoing mission to advance our animal welfare professionals in our life saving work. EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color, LGBTQ people, women, transgender and gender non-conforming people, and people with disabilities to apply. Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, community focus, and innovation.

Responsibilities

The Volunteer Administrator is responsible for advancing the Volunteer Department's goals by focusing on recruiting, facilitating orientation and training for volunteers across several operational teams. This role supports APA!'s mission by ensuring a sustainable, inclusive, and high-impact model for integrating volunteers into teams, managing relevant platforms, and providing essential support to staff and volunteers.