Suncoast Humane Society

Administration Manager

Job Description

About Suncoast Human Society

Founded in 1971, Suncoast Humane Society is Suncoast Florida’s go-to animal welfare organization. For 50 years, Suncoast Humane Society has stuck by animals and their people, helping tens of thousands of them live lives that are safer, healthier and filled with love. We serve Southwest Florida including Charlotte and Sarasota Counties, Boca Grande and beyond.

Our shelter helps more than 50,000 animals and people each year.

Giving new hope to the helpless takes work, a lot of work and determination. We constantly adapt to new situations. That keeps us nimble and flexible, as we find new ways to help animals and empower the community. Together, we help animals walk into bright new futures, whether they are puppies or kittens, young or old, small or large. No matter what, love them all.

Our Mission

Because pets need people and people need pets, Suncoast Humane Society provides sheltering to the most vulnerable animals, affordable prevention services to the community and ongoing support for pets and the people who love them. Our Mission is then bonded to our Vision of helping pets and people live happier, healthier lives filled with love, together.

We have developed an innovative, community-focused approach to care for pets and the people who love them:

·      Sheltering – We rescue, house, care for, and adopt pets from our Englewood shelter. To add to our capacity, we’ve developed a network of foster families throughout the Suncoast region. And to foster better human-animal bonds, we developed the innovative Positive Alternatives to Shelter Surrender (PASS) program, leveraging the greater community to keep families together.

·      Prevention Clinics – To reduce pet overpopulation and illness we also invest in prevention efforts including low-cost spay/neuter clinics, vaccinations, and other preventative care.

·      Community Outreach – We educate the community to help them build stronger bonds with their pets through positive behavior training programs and pet therapy. And we have services to help them keep their pets, despite temporary challenges, with our community pet food bank.

Innovative, state of the art, over $17M new campus under construction with a target completion date of November, 2024

Together, we can build a future where dogs get to be dogs, cats get to be cats, and together, we love and protect them all. Join us as we move into our new facility!

JOB DESCRIPTION:

Reporting directly to the Chief Executive Officer, this position is accountable for managing all aspects of the administrative policies and processes, pulling and managing reports from various data systems and managers, and managing the campus and facilities to ensure the safe and healthy experience for all animals and people in our care. This position will oversee most of our organizational policies and procedures (other than finance and animal operations), to ensure the smooth, effective and efficient operations of our programs and practices. Where needed, this position will edit existing policy and procedure manuals to bring current or create new ones. This position works closely with the leadership team to enable implementation of administrative and operational policy and procedures seamlessly, including supporting the hiring and onboarding of new employees and interfacing with payroll processes. In terms of building and campus oversight, this includes the ongoing upkeep and maintenance of the grounds and buildings; the smooth operations of office systems and technology platforms; the safety of those we serve terms of security and clean working environments; overseeing ongoing campus improvement projects/budgets; overseeing the upkeep and environmental issues of the grounds; and being the key contact for all issues related to facilities, maintenance, and insurance. A number of third-party facilities vendors are engaged on a contract basis.

PRIMARY RESPONSIBLITIES:

·      Using Quick Books Online along with other data systems, provides and distributes  annual, monthly and spontaneous reports on various organization data as needed, from employee pay and turnover information to financial information as it relates to administrative functions.

·      Through reporting, supports the CEO in establishing key performance measures for the organization for financial data, fundraising data, employment data, animal care data, etc.

·      Works closely with CEO and department heads to establish, monitor, manage and report key performance measures across departments.

·      Implements and reviews operational, office, administrative and human resource  policies and procedures. Document and maintain up to date policy and procedure materials, and ensure they are accessible to all (electronic storage).

·      Accountable for scheduling and organizing meeting space and logistics for multiple constituents, from board to staff to guests.

·      Supports the CEO by participating in governance related responsibilities and maintaining board and committee meeting minutes.

·      Accountable for the smooth and effective daily operations of the organization as it relates to facilities, campus grounds, and office systems. Oversees the space management of the campus.

·      Oversees all facilities management, routine maintenance and repairs, building improvements, landscaping and grounds projects, and campus inventory.

·      Accountable for the procurement of all office and building supplies, setting up efficient processes and systems while managing and maintaining a supplies budget.

·      Supports all equipment and technical needs for the offices and operations.

·      Ensures all property, safety, and insurance policies and procedures are current, up to date, and fully implemented.

·      Develops a grounds maintenance schedule and manages contractors to that schedule.

·      Ensures the campus and facilities are prepared for storms and hurricanes; oversees damage mitigation and campus restoration following notable weather incidents.

·      Manages facilities and grounds emergencies (including off-hour emergencies).

·      Ensures the timely and thorough reporting with all applicable government and oversight agencies.

·      Manages all technology platforms, licenses, and equipment for the organization, including software, databases, connectivity, procurement of equipment, assignment of office resources, etc. (Includes oversight of any third-party IT and web support.)

·      Engagement, management and oversight of key support vendors (contractors, landscapers, maintenance, etc.)

·      Assists in the hiring and onboarding process for new staff with regards to systems, databases, software, and facilities orientation.

·      Along with the CEO and department heads, together lead a workforce culture that is positive and inclusive.

·      Special projects, as assigned.

QUALIFICATIONS:

·      A passion for Suncoast Humane Society’s mission, vision, and values.

·      Significant experience with organizational, managerial, and problem-solving skills.

·      Complex project management experience. (Past experience with project management for construction and building projects a plus.)

·      Excellent written and oral communication skills; ability to manage a steady stream of email and phone communication.

·      Demonstrated comfort and abilities with managing and utilizing data.

·      A pride of excellence and careful attention to detail in all aspects of work.

·      5+ years of demonstrated experience in more than one of the following operational areas of a nonprofit or similar organization: office management, facilities/property management, systems and technology, database management, program management, human resources, and finance.

·      General knowledge of computer systems and technology suited to this size organization.

·      Overall knowledge and/or experience with the maintenance and property management needs for facilities and grounds, i.e., landscaping, irrigation, plumbing, etc. (need not be an expert; management skills plus a general knowledge and ability to learn are acceptable).

·      The ability to make quick decisions with regards to safety of those we serve and preservation of equipment and property.

·      Excellent interpersonal skills as a team player; at ease with a wide range of constituents.

·      A high level of personal initiative, integrity, and positive energy.

·      A sense of “hustle” and a “can do” attitude. This individual is responsible for finding creative solutions and workarounds.

·      Clear communication and diplomacy with board, government and community agencies.

·      Solidly proficient with Microsoft Office (Excel, Word, etc.), SLACK, Canva, Quick Books Online,  and Google Drive/G-Suite applications.

·      Bachelor’s degree, and/or equivalent.

Suncoast Humane Society is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees, visitors, guests, and members of our community.