Town Cats is a network of truly dedicated people who are deeply committed to helping cats and people. We work to alleviate the suffering of stray, abandoned, orphaned, unwanted, and free-roaming, community cats. We sponsor innovative programs and find loving, lifetime homes for homeless cats. We maintain a large network of foster homes and a no-kill shelter in Morgan Hill.
We are looking to hire a full time senior Operations Manager and a part time Adoptions Coordinator (25-30 hours/week). Please see the job descriptions below. To apply please send your resume along with a cover letter explaining your interest and which position you are applying for to email@example.com
The Operations Manager is the senior staff member responsible for managing all operations within Town Cats. This includes organization and supervision of the staff and volunteers, management of all programs and services, communications, human resources, and adherence to legal and ethical standards.
- Human Resources Management
- Defines the goals and objectives for the staff and volunteers to support the strategic direction set by the board
- Recruits, interviews and hires new staff as needed
- Manages staff training and development, including safety training
- Establishes & manages work schedules and objectives for staff
- Conducts weekly staff meetings and 1:1’s
- Conducts performance reviews, coaches staff and implements disciplinary action when necessary
- Mediates internal disputes
- Maintains confidential personnel records
- Motivates and engages the team to contribute to a positive culture and morale
- Obtains and reports client feedback on service
- Regularly interacts with customers, partners, and the public, representing Town Cats
- Maintains communication with the board of directors & provides monthly department reports
- Establishes and manages a communications plan for all Town Cats constituents, including Town Halls, newsletters, and other emails
- Works with the staff to establish customer service processes to provide support for Town Cats adopters and potential adopters, as well as the community at large
- Manages all staff leads in the areas of adoptions, fostering, the shelter and other programs (such as Feral Freedom, Volunteer Management)
- Serves as liaison between the organization and board
- Works with the Board and TBH Development Manager to define goals and priorities for Town Cats, and contributes to the strategy for the organization
- Works with the Board Treasurer to establish a budget, and monitor and manage spending to the budget
- Provides Financial and Operational Management Reports to the Board
- Oversees bill payment and tracking, working with the bookkeeper
- Manages key organizational administrative tasks (e.g. Workers’ Compensation applications, audits, permits for the building, insurance, etc.)
- Helps manage bi-weekly Payroll with support of bookkeeper, managing to operational budget
- Works with the appropriate staff leads to manage cat intake and care
- Represents Town Cats with the Santa Clara County WeCARE Coalition
- Evaluates programs, identifies areas for improvement, and works with the staff to implement improvements
- Ensures that appropriate policies and procedures are in place to govern all aspects of Town Cats operations
- Law & Ethics
- Understands and ensures compliance with OSHA, DEA and FDA, and applicable state and local agencies.
- Documents and reports and advises the board of accidents
- Understands and ensures compliance with Employment/Labor Law, including: Fair Labor Standards Act, Civil Rights Act, Sexual Harassment, Pregnancy Discrimination Act, Americans with Disabilities Act, Age Discrimination in Employment Act, Family and Medical Leave and Worker’s Compensation.
Other related duties as assigned.
- Bachelor’s Degree in Business or related discipline or equivalent experience is required
- 4+ years of job-specific experience in a management role preferably within the veterinary or animal welfare industry or equivalent setting required
- Certified Veterinary Practice Manager (CVPM) preferred
- HR Management – experience hiring, managing performance, and dealing with all aspects of personnel management
- Financial management – ability to create and manage a budget
- Must possess excellent interpersonal, verbal and written communication skills
- Demonstrated capability to organize work efficiently, set priorities and establish plans or timetables for achieving goals
- Demonstrated effectiveness as a leader capable of influencing and motivating others to succeed toward a common goal
- Strong conflict resolution skills
- Intermediate knowledge of Microsoft Office required
- Must possess a valid driver’s license and be available to travel to other locations as necessary
Special Working Conditions
- Ability to stand, walk, stoop, kneel, crouch, and climb as well as manipulate (lift, carry, and move) up to 50 pounds. Lifting higher weights requires requesting assistance from a colleague.
- Requires good hand-eye coordination, arm-hand-finger dexterity with the ability to grasp, and visual acuity to use a keyboard and operate necessary equipment.
- Ability to carry out instructions furnished in written, oral, or diagram form and to solve problems involving several variables.
- Occasionally exposed to airborne particles and animal illness and chemicals related to animal care and office equipment.
Salary and Job Logistics:
Salary will be commensurate with experience, working full time at 40 hours/week. There is some flexibility in work hours and the opportunity to occasionally work from home. Our main shelter location is in Morgan Hill, which is where this person will spend most of their work hours.
The Adoptions Coordinator is responsible for the placement and monitoring of animals in the Adoption Centers, and for managing all aspects of the Adoption Center operations. This includes overseeing and working with the Adoption Center lead volunteers to ensure consistency and operational excellence across all of our locations. In addition, this position works closely with the Foster and Shelter Coordinators to plan and manage movements of cats between the shelter, fosters and adoption centers.
- Offsite Adoption Center Operations
- Establishes consistent processes across all Adoption Centers, ensuring smooth operations
- Works with Host Store (Petco, Petfood Express, Pet’s Delight) managers to identifies opportunities to improve the operations and achieve mutual goals
- Ensures appropriate processes are in place to manage work areas, supplies, and inventory in each store, that the areas are kept tidy and effectively market Town Cats
- Establishes processes for managing the flow of animals into and out of all of the Adoption Centers, monitoring the length of stay and other variables to ensure that the animals are showcased to promote adoptions while also protecting their health and well being
- Works with the Foster Coordinator and Shelter Manager to plan movement of cats to/from the Adoption Centers and Foster homes
- Maintains appropriate statistics and analytics on the overall operations, and produces regular reporting on the operations
- Participates in the further development of the adoption program and seeks ways to promote the program
- Maintains a healthy and safe environment for animals and people
- Volunteer Management
- Works with the Adoption Center Lead Volunteers to oversee the work of the volunteers at the Adoption Centers
- Ensures schedules are created for all Adoption centers to provide adequate coverage
- Recruits and trains Adoption Center and Adoption Fair volunteers to ensure animal care meets Town Cats standards
- Educates volunteers on proper animal care; conducts educational training sessions and advises volunteers on foster policies, expectations, and frequently asked questions
- Orients new volunteers and ensures he/she is trained and coached to a level necessary to achieve Town Cat’s mission and goals.
- Coaches volunteers by providing regular, ongoing feedback and training. Provides input to Executive Director to resolve staff and volunteer issues
- Promotes teamwork, communication, and cooperation between Town Cats various locations; ensures volunteers provide high-quality, positive interactions with clients and co-workers.
- Monitors safety compliance of volunteers
- Ensures that policies and procedures are being followed
- Customer Service and General Management
- Represents Town Cats in a professional and courteous manner at all times. Provides quality service to customers, volunteers, and staff recognizing their individual contributions to the success of our organization
- Provides prompt customer service to volunteers, adopters and the general public
- Actively promotes Town Cats programs and events to clients and volunteers
- Establishes process for tracking fees and paperwork for all adoptions and manages that process
- Manages communications vehicles to tell the story of our adoptions (adoption success stories, cat biographies, etc)
- Takes the lead or participates in other Town Cats programs, as required
- Ability to work in a fast-paced environment with a variety of people
- Ability to define processes and document procedures for operation of the Adoption program
- Excellent organizational and planning skills
- Outstanding interpersonal skills, able to motivate, influence and lead people while being seen as a team player
- Excellent verbal and written communication skills and ability to use good judgment
- Detail oriented and able to prioritize and perform duties efficiently and effectively with an adequate amount of independence
- Ability to use a computer, working in a Windows environment
- Ability to create and maintain statistical reports
- Knowledge of cat breeds, behavior, and handling
- Knowledge of cat health, and able to identify illness
- Familiarity with veterinary medical terminology
- Knowledge of medical and behavioral challenges specific to an animal shelter strongly preferred
- Committed to maintaining Town Cat’s high standard of animal care and mission to foster compassion and end animal suffering
- Animal welfare organization/veterinary or equivalent work experience
- High school diploma or equivalent
- Minimum one year customer service experience
- Minimum one year program coordination experience
- Minimum one year supervisory experience strongly preferred
- Able to work with animals, disinfectants, and cleaning supplies
- Able to perform physical work: scrubbing, mopping, bending, lifting, walking and standing for up to 10 hours a day
Salary and Job Logistics:
Salary will be commensurate with experience, in the range of $14-$18/hour, with a work week of 20-25 hours/week. This position will be a largely “work virtually” role, spending time at each of the Adoption Centers and attending staff meetings in Morgan Hill.