Operations Administrator

Description

Position Summary 
The Operations Administrator will support the daily operations of the organization. This position’s responsibilities may include: answering the phone, keeping track of inventory, maintaining animal and client records, handling client inquiries and providing other administrative support as needed.

Essential Duties & Responsibilities

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

• Provide client and community support by answering calls & emails from the public or other stakeholders about OHS, post adoption services, pet resources and programs in a responsive and accurate manner. 
• Data entry for incoming and adopted animals.
• Working with a variety of departments and organizations to increase client experience and effective delivery of information.
• Cross team collaboration to consolidate administrative duties, with a focus on increasing efficiency and reducing redundancy within the organization.
• Scheduling appointments, while adhering to established protocols to ensure appropriate resources are available for services.
• Able to interpret animal related requests and resolve or escalate to appropriate department.
• Organize and maintain program data and statistics.  Activities include timely and accurate data entry, data tracking, electronic and paper file management, report generation, generation of statistical data and organization of information using ShelterBuddy, Access, and Microsoft Suite, among others. 
• Continuously develop a working knowledge of companion animal breeds, proper husbandry, and basic animal behavior.
• Assist management with administrative and organizational tasks as assigned. 
• High level of internal communication and customer service across all OHS departments

Work Contacts 

This position interacts and collaborates with a wide range of individuals within and external to the Oregon Humane Society.  Communication is through face-to-face, telephone and electronic interactions. Communication must be clear, understandable, professional and respectful in all circumstances.

Working Conditions 

• Work performed concurrently in an office and animal medical center/shelter environment.
• Pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects to completion.
• Weekend and evening work is required
• Animal contacts and related injuries may occur
• Noise exposure in the work environment is moderate

Qualifications

Minimum Requirements

• High School Diploma or GED equivalent.
• 1-3 year(s) related work experience providing customer service and administrative support.
• Ability to understand OHS operations, process, departments and consumer content.
• Excellent customer service skills, including ability to work in an empathetic manner with clients in emotionally charged situations, either in person, via email or on the telephone.
• Excellent written and verbal communication skills; able to tailor language to a variety of audiences.
• Able to maintain confidential and proprietary information in accordance with OHS Standards of Conduct.
• Proficient in the use of Microsoft Office tools including Word, Access, Excel, PowerPoint and Outlook.
• Able to work weekends, evenings and holidays as requested.

Preferred

• Associates Degree from an accredited college or university in Communications, Business Administration or Social Services.
• 3+ years of work experience providing customer service and administrative support.

Physical Requirements 

• Frequent keyboarding and use of computer peripherals.
• Prolonged sitting.
• Must be able to use and operate standard office equipment such as photocopiers, fax machines, projectors, and telephones.
• Must be able to lift up to 40 lbs. on an occasional basis.
• Must be able to carry items weighing 15-20 lbs. on an occasional basis.
• Occasional standing, walking, stooping and bending.
• Hearing capacity sufficient to engage in in-depth conversations with individual clients and team members.