TITLE: Veterinary and Foster Coordinator FLSA STATUS: Non-Exempt
EFFECTIVE DATE: until filled DEPARTMENT: Foster/Vet Medicine
JOB SUMMARY: In collaboration with the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager, is responsible for ensuring animals (including neonates, injured/sick animals and animals with behavior issues) who need more care than can be provided within the shelter are placed in appropriate foster homes in a timely manner; foster recruitment, training, retention and communication. Additionally the Coordinator will assist with implementation of various aspects of the foster program including strategic planning, statistics, managing the transfer of animals from the AWLA into foster homes, and providing ongoing support to foster volunteers. Foster Coordinator will also work closely with partner Foster Coordinator so that there is coverage for the Foster Department every day of the week. Additionally this role will act as veterinary assistant, assisting with medical tasks such as intake examinations, administering medications, blood draws, vaccinations and other duties as assigned by the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
ORGANIZATIONAL RELATIONSHIPS:
This position is supervised by: Veterinary and Foster Care Manager
The following position identified report to this position: Foster volunteers
ESSENTIAL FUNCTIONS OF THE JOB INCLUDE:
Foster Program: Volunteer Recruitment, Orientation, Training and Support:
Help maintain shelter’s established foster database by ensuring that the following are performed:
- Return calls and respond to inquiries, messages and emails from existing and prospective foster volunteers in a timely manner, in addition to inquiries and messages regarding the foster program
- Serve as a point of contact for foster volunteers, foster mentors, and foster program supporters.
- Contact potential foster caregivers in a timely manner and coordinate pickup of animals from the AWLA;
- Assist with administering vaccines, dispensing medication and providing other medical care to foster and shelter animals;
- Responsible for scheduling and managing revisits, medical and booster appointments, pick-ups and drop-offs;
- Document and handle any issues with fosters immediately and sensitively. Communicate with the Veterinary Care and Foster Manager if a foster should receive special appreciation/recognition and before a foster may need to be removed from the program;
- Work with partner Foster Coordinator to grow the number of foster volunteers
Administrative Duties:
- Maintain consistent and timely communication with the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
- Regularly attend department and staff meetings as requested;
- Strong data entry skills and the ability to maintain accurate records in shelter database (Chameleon)
- Attend and initiate training, and maintain certifications
- Other tasks as assigned by both the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
Veterinary Program: Assistance or completion of the following tasks as directed by the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
- Filling medications prescribed by the veterinarian
- Administering medications to all shelter animals
- Performing intake examinations on all animals and under guidance of the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager ensuring records are up to date and entered into database
- Follow through on standard shelter protocols (for instance entering de-wormers in Chameleon, making labels, and filling these medications)
- Communication of medical plans to fosters and appropriate scheduling for recheck appointments
- Documentation of communications in Chameleon
- from fosters when animals are brought in with health concerns
- from veterinarian when instructions are received by phone, email, or text
- Complete an initial assessment of a patient if a concern is brought to the medical team’s attention by a foster (and sometimes other shelter staff), and then communicate the problem and assessment to the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
- Communication of medical concerns to the Director of Veterinary and Foster Care, and the Veterinary and Foster Manager.
- Some cleaning duties – In order to limit the spread of infectious disease, it is important that every effort is made to clean surfaces and equipment between exams. All members of the team are expected to contribute to this effort.
POSITION SPECIFICATIONS:
Required Skills:
- High school degree
- At least two years of professional experience working with animals
- Knowledge of veterinary and/or shelter medicine
- To be able to communicate with fluency the medical terminology used to describe illness,symptoms, disease, the treatments, and the drugs used
- Experience communicating with veterinarians about difficult medical issues
- Training and experience giving vaccines, drawing blood, giving medications, and handling fractious / difficult to handle animals
- Strong customer service skills and the ability to maintain a professional appearance and demeanor at all times
- A friendly, welcoming and engaging personality
- Proven ability to interact effectively with a wide range of individuals
- Ability to prepare detailed, accurate, effective written work
- Strong attention to detail with the ability to do basic mathematical calculations, and verify accuracy
- Proven ability to multitask, develop, and adhere to critical paths
- Independent judgment and discretion
- Proficient in Windows applications, specifically Word and Excel
- Must have compassion and concern for both animals and people and be able to be approachable to staff members
Desired:
- Experience working in animal sheltering
- Experience as a foster or volunteer
- Experience caring for neonates
- Bachelor’s degree
- Spanish fluency
WORKING CONDITIONS:
- Indoors in air-conditioned/heated office, outdoors at shelter or on-location for various activities and foster home site visits
- Equipment Use: Includes use of PC, laser printer, copy machine, fax machine, telephone
- Work Days: Sunday thru Wednesday; or Wednesday thru Saturday
- Schedule will be determined based on need, a minimum of ten hours per day – four days a week, but will need to be available on an “on call” basis
- Coordinator shall work one weekend day to provide support to fosters who only have weekends available.
- Regular exposure to animals.
MENTAL, PHYSICAL AND COMMUNICATION DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to:
- Work alone or with minimal supervision. Must be self-motivated
- Work around pet dander, dust and other allergens without issue
- Accurately enter information into a computer database
- Lift and/or move up to 50 pounds; 100 pounds with assistance
- Handle strong and powerful dogs and other animals
- Have patience and tact when working with difficult, emotional or angry people
- Speak and write effectively and clearly in a professional manner: in person, to a group, over the telephone and intercom systems to internal or external individuals
- Treat people with a pleasant, courteous and professional manner
- Work in a team environment and to provide team leadership
This position description in no way states or implies that these are the only duties to be 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.
Compensation: The Animal Welfare League of Alexandria offers an excellent benefits package and competitive compensation. The AWLA provides health care, dental, and vision coverage, a retirement plan, and additional employee benefits. Pay will be commensurate with experience.
The Animal Welfare League of Alexandria provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, service in the military, pregnancy, childbirth or related medical conditions.
Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation and training.
