Job Description

Job Type:

Part-Time, Full-Time, Permanent, 35 hours per week (Tues-Sat, 8am-3pm)

Position Summary:

The Medical Office Administrator is a key member of the Society responsible for all office administration and receptionist duties and will assist the shelter Manager with Human Resource functions and other responsibilities as needed.

RESPONSIBILITIES

Administration

General administration duties: answering the phone, respond to email inquiries on a timely basis, order office supplies as needed, scheduling appointments, maintaining website with accurate information and keeping Amazon Wish List current, etc. Provide excellent customer service at the front end while maintaining positive interactions with the public, staff, and volunteers in a fast-paced, often hectic environment while remaining calm, focused, resourceful, and efficient. Ensure office space and two meeting rooms are swept and mopped daily, and that the meeting rooms are sanitized after each use. Ensure spay/neuter dates are updated on kennel sheets each time they come in for processing. Ensure receipts are issued for all financial donations in a timely manner and recorded appropriately. Manage cat intake waitlist and schedule intakes. Start scheduling the intake a minimum of one (1) week prior to the start of intake. Assign intake reference numbers and input into PetPoint Software System. Manage live trap lending program. Assist with fundraising activities/special projects as requested by the Shelter Manager and/or Board of Directors. Track and maintain annual and lifetime membership list, complete with contact information and updated membership cards on an annual basis in preparation for Annual General Meetings; prepare and send monthly newsletter to membership. Bring necessary complaints to the attention of the Shelter Manager.

Other

Ensure all volunteers sign volunteer waivers and file accordingly; assist with volunteer training, and related needs and/or issues. Ensure that all relevant policies, procedures, practices, processes, and systems meet and comply with applicable legislation. Ensure positive and consistent communication between staff and management. Support communication efforts by ensuring policy and procedure changes are communicated, clarified, organized and implemented. Develop strategies aimed at increasing employee satisfaction, appreciation, engagement, safety, and emotional wellbeing. Ensure Occupational Health and Safety protocols are adhered to by both employees and volunteers. Ensure all employees and volunteers understand the confidentiality requirements of their roles and responsibilities.
Job Type: Part-time

Pay: $16.25-$18.25 per hour

Flexible language requirement:

French not required
Schedule:

Day shift
Work Location: In person