Job Description

Title:                      Operations Manager

Reports to:             Executive Director

Supervises:            Kennel staff (6-8 part time), Clinic team (2-3 part time vet techs and assistants), Maintenance staff, Office Assistant, volunteers/fosters

FLSA status:           Salary, exempt. Includes vacation, sick time, and contribution to health benefits

Location:                  This is a full-time position that requires residence full-time in Vieques, Puerto Rico

The Operations Manager is a key position that requires strong organizational and personal relations skills. The Operations Manager is responsible for the efficient and smooth operation of the VHSAR shelter and low-cost veterinary clinic while also championing the values of the

organization and building positive team morale. This person must establish and maintain sound business practices at organizational level while also effectively collaborating and coordinating with organizational leadership including the Medical Director (MD) and Executive Director (ED). Core responsibilities include:

·         Directs the proper utilization of inventory and purchasing

·         Manages VHSAR animal inventory and makes decisions regarding animal outcomes and placement in alignment with VHSAR Policies and in coordination with the ED

·         Ensures quality animal care, shelter and clinic cleanliness, and excellent customer service

·         Ensures quality programming that is in accordance with VHSAR’s mission, goals, management, and resources.

The Operations Manager is responsible for monitoring budgets under the supervision of the ED, writing standard operating procedures (SOPs), and supervising staff. This position reports directly to the ED and works closely with the MD.

Duties and Responsibilities

 GENERAL

·         Become familiar with all VHSAR Strategic Plans, budgets, Standard Operating Procedures (SOPs), and the Employee Handbook. Ensure that they are followed.

·         Develop systems and materials to ensure staff compliance with sheltering and animal care standards, applicable laws and mandates, and organizational policies.

·         Meet with the ED regularly to coordinate workflow and priorities.

·         Develop and update SOPs to support optimum shelter and clinic operations.

·         Monitor any assigned communication channels (social media, email, etc.).

·         Collect photos and strategic information about VHSAR day-to-day operations to support social media, donor outreach, and grant reporting.

·         Serve as an active advocate and positive spokesperson for VHSAR. Attend meetings and special events to represent the organization, as requested.

·         Assist ED with developing and monitoring an annual budget to support shelter and clinic activities.

·         Provide data and reports as needed and requested by the ED.

·         Attend Board meetings, annual meeting, or special meetings, as requested.

·         Maintain shelter and clinic inventory. Responsible for oversight of ordering and monitoring all shelter and clinic supplies.

·         Maintain a clinic equipment inventory. Plan and oversee routine maintenance. Identify equipment replacement needs. Assist with researching costs and logistics for replacement or purchasing new equipment.

ANIMAL PROGRAM MANAGEMENT  

·         Implement and monitor VHSAR shelter and clinic programs to ensure compliance with Standard Operating Procedures (SOPs) and the highest standards of humane animal care and handling.

·         Maintain the shelter and clinic management system database(s) to keep accurate and complete records of all shelter and clinic animals.

·         Display updated animal identification and status cards on kennels.

·         Conduct a daily shelter walk-through to informally assess staff efficiencies, cleanliness and orderliness of the facilities, health and welfare of shelter animals, and adherence to animal care plans. Resolve outstanding issues.

·         Maintain and staff extended clinic hours (in agreement with the ED and Veterinarians) as needed.

·         Maintain and be responsive to an identified after-hours emergency protocol.

·         Coordinate outcomes for all shelter animals, including facilitating adoptions and organizing regular animal transports in partnership with the ED.

·         Plan and monitor animal enrichment and behavior modification programs to support animal adoptions and humane sheltering.

·         Develop and maintain an intake assessment program to identify and address shelter animal needs.

·         Direct and monitor all aspects of the constant humane treatment and handling of shelter animals, including animal behavior enrichment and modification programs to assist animal adoptions.

STAFF AND VOLUNTEER MANAGEMENT

·         Develop/oversee daily job responsibility and assignments for staff – including veterinarians. Create, maintain, post, and monitor weekly staff and volunteer schedules.

·         Responsible for hiring, firing, coaching, evaluations, and training staff.

·         Conduct regular meetings with staff to review procedures, discuss workplace issues, and share ideas to improve animal care, the customer service experience, and the organization in general.

·         Support front-desk tasks and protocols related to clinic and shelter operations.

·         Coordinate and manage an active volunteer program (including recruiting and managing foster families) to support all operational and animal welfare needs of the organization. 

·         Initiate, coordinate, and supervise special programs with partner organizations.

 WORKING ENVIRONMENT AND MAINTENANCE

·         Ensure all required operating licenses are current and displayed as required.

·         Create and maintain an operations schedule with all deadlines and requirements.

·         Ensure a safe work environment—following all safety guidelines and modeling safe work practices.

·         Ensure that the shelter and clinic environment are stocked, orderly, and cleaned in compliance with bio-risk management best practices.

·         Supervise the proper handling and disposal of hazardous waste.

·         Plan and schedule the maintenance and repair of facilities and vehicles; determine maintenance needs and identify costs associated with planned maintenance and repair programs.

·         Research and develop plans for new construction, renovation, and vehicles, as assigned.

·         Propose and oversee capital expenditures and projects within the budget.

Perform all other duties and tasks within your scope of practice, as assigned by the ED.

Work Environment

While performing job duties, the employee is frequently exposed to odors or airborne particles including animal fur and toxic chemicals. The noise level in the work environment is very loud. Frequent driving is required. This exempt position is required to be available after-hours and weekends as necessary.

Skills and Experience

·         5+ years of relevant work experience, including team leadership

·         Outstanding customer service skills

·         Comfort working with animals and sensitivity to the needs of pet owners

·         Demonstrated ability to develop staff and volunteers

·         Administrative acumen, including proficiency in computers and software such as Microsoft Office Suite and database systems

·         Highly organized with good attention to detail

·         Ability to communicate effectively with diverse stakeholders

·         Excellent emotional intelligence and ability to thrive in a high-pressure environment

·         Professional fluency in Spanish and English REQUIRED

·         Experience working in an animal shelter and/or veterinary practice desired

To apply please send resume and cover letter to cate@viequeshumanesociety.org