CAREERS AT GBHS
”WORK WITH THE BIG DOGS”

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Manager of Volunteer Services and Engagement

Reports to: Director of Annual Fund and Special Events.
Position Summary:
The Greater Birmingham Humane Society (‘the GBHS”) Manager of Volunteer Services and Engagement (“the Manager”) organizes and implements a complete volunteer service program including planning, recruitment, training and coordination .The Volunteer Manager provides direction, coordination, and consultation for all volunteer functions within GBHS to:

  • Strengthen programs and increase support

  • Involve a community of supporters as described in the duties outline below.

Secondary: The Volunteer Manager is responsible for scheduling all tours for the shelter.

The position manages the Volunteer Office while working in an unstructured environment with numerous interruptions throughout the day. The Manager will work to incorporate volunteer participation and engagement as a core strategic function to accomplish GBHS’ mission. The ultimate goal of the Manager’s department is to ensure meaningful and rewarding opportunities for individuals, families, and groups to advance the mission of the GBHS. 

PRIMARY RELATIONSHIPS

  • The Manager reports to the Director of Annual Fund and Special Events.

  • This position participates with the CEO and other management staff in charting the direction of the GBHS’ volunteer department, assuring its accountability to all constituencies, and ensuring its effective operation.

  • Within the GBHS, the position has primary working relationships with the senior management team, staff of the Marketing/Communications/P.R. function, vendors for the department, and event partners.

  • Outside the agency the position coordinates primarily with peers, customers, and service organizations, ministries, schools, social clubs, and/or corporate volunteer coordinators who want to schedule time for their group to serve.

DUTIES & RESPONSIBILITIES

The Manager designs and implements a best practice volunteer program. H/she supervises volunteers and provides direction, coordination, and consultation for all volunteer functions as described in the duties outlined below.

1. Develop, promote, and maintain a wide range of volunteer opportunities within the organization

  • Survey staff regularly to assess needs for volunteer assistance.

  • Maintain Volunteer Service Descriptions for each volunteer assignment.

  • Recommend the most efficient use of volunteers, appropriate volunteer/supervisory mix, and future workforce needs to support volunteer program operations.

  • Develop and implement goals and objectives for the volunteer program that reflect the mission of the GBHS.

  • Assess the need for volunteers to enhance program/service delivery.

  • Develop a budget for the volunteer program activities.

  • Conduct ongoing evaluation of the programs and services delivered by volunteers and implement improvements as necessary.

2. Organize the volunteer program.

  • Develop, administer, and review policies and procedures which guide the volunteer programs and services, and reflect the overall values of the GBHS.

  • Develop and administer forms and records to document the volunteer activities.

  • Identify volunteer assignments that provide meaningful work for volunteers and write the volunteer position descriptions in consultation with staff as appropriate.

3. Engage volunteers.

  • Promote the volunteer services program to increase positive community engagement with and support of the GBHS.

  • Work with the GBHS Marketing, Communications, and Public Relations staff and professional associations to publicize opportunities for volunteers.

  • Develop and implement effective strategies to recruit the right volunteers with the right skills.

  • Implement a screening process for potential volunteers according to accepted screening standards and practices.

  • Ensure volunteers are staffed to support the various areas of operations, to include visitor service areas, off-site adoption events, gift shop and education, special events, development, and marketing/communications.

  • Coordinate corporate, ministry, civic/social club, “group service” events:

    • Coordinate reservations for group service days.

    • Handle telephone, voicemail, written, and e-mail inquiries for information regarding group visits in a timely manner.

    • Inform members of the group of all policies.

    • Send out Group Service collateral and shelter brochures, as appropriate.

    • Maintain Group Service schedule in an accurate and timely fashion.

    • Send confirmation and reminders.

    • Work with volunteers and staff to manage/assist groups before they arrive and upon arrival to provide the best experience and minimize confusion and problems for other staff and visitors.

    • Maintain previous Group Service Team’s list for mailings.

    • Build relationships with groups through service and follow up communication that results in return group visits.

    • Conduct post-visit calls to track successes and identify problems so that relationships are maintained and system improvements are made.

4. Lead the volunteer program.

  • Train staff to work effectively and cooperatively with volunteers.

  • Orient volunteers to increase their understanding of the GBHS, its clients, its services and the role and responsibilities of volunteers.

  • Ensure that volunteers are given appropriate training to be successful in their positions.

  • Ensure that volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures.

  • Ensure that volunteers receive the appropriate level of supervision (may be carried out by front line staff). 

  • Assist with conflict resolution among clients, staff and volunteers according to established procedures.

  • Establish and implement a process for evaluating the contribution of individual volunteers.

  • Ensure volunteers stay informed and facilitate distribution of information relevant to volunteers.

  • Plan and implement formal and informal volunteer recognition activities to recognize the contribution of volunteers to the organization.

5. Control the volunteer program.

  • Act as a single point of contact for communications.

  • Evaluate the risks associated with each volunteer position and take appropriate action to control the risks associated with the program or service they deliver.

  • Ensure that volunteers work in a safe, healthy, and supportive environment in accordance with all appropriate legislation and regulations.

  • Evaluate the contribution of each volunteer on an annual basis.

  • Evaluate all aspects of volunteer programs to ensure effectiveness and to recommend/implement changes as appropriate. Maintain accurate records and provide timely statistical and activity reports on volunteer participation.

  • Prepare an annual report on the contribution of the volunteer program to the GBHS. 

  • Administer and monitor expenditures for the volunteer program against the approved budget.

QUALIFICATIONS

A passion for the mission of GBHS and a sense of humor are required.

Experience

  • 3-5 years of supervisory or management experience

Education

  • Bachelor’s Degree preferred but not required with sufficient experience. College or professional certificate in Volunteer Management is an asset.

  • Postsecondary education in social sciences, human resources, community development, or adult education is an asset.

Professional designations

  • Certification from national volunteer associations is an asset.

  • Membership in a professional national and/or local association is an asset.

Knowledge, skills and abilities

  • Knowledge of current trends, resources and information related to volunteerism

  • Knowledge of the management of volunteer resources

Proficiency in the use of computers for:

  • Word processing

  • Database management

Personal characteristics

The Manager of Volunteer Services and Engagement should demonstrate competence in some or all of the following:

  • Behaves ethically: Understand ethical behavior and business practices, and ensure that their own behavior and the behavior of others is consistent with these standards and aligns with the values of the GBHS.

  • Builds relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the GBHS.

  • Communicates effectively: Speaks, listens and writes in a clear, thorough manner using appropriate and effective communication tools and techniques.

  • Creative/innovative: Develops new and unique ways to improve operations of the GBHS and to create new opportunities.

  • Focuses on client needs: Anticipates, understands, and responds to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

  • Fosters teamwork: Works cooperatively and effectively with others to set goals, resolve problem, and make decisions that enhance organizational effectiveness.

  • Leads: Positively influences others to achieve results that are in the best interest of the GBHS.

  • Makes decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the GBHS.

  • Organized: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

  • Plans: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results. 

  • Solves Problems Effectively: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel objects, tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 50 pounds. The vision requirement includes close vision. The employee must maintain a clean driving record and be able to drive a vehicle. The physical demands described herein 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.

WORK ENVIRONMENT

The primary office is located in an animal shelter. There will be exposure to cleaning chemicals, dust, heat, cold and temperature changes. There are also occasional wet floors and animal noises, odors and dander. The qualified employee will work in an office setting, and interact with staff, consultants, and outside vendors, therefore he/she may be subjected to interruptions throughout the workday. The position will require some flexible hours, in addition to local travel and occasional national travel for professional development. Most time will be spent in a typical air conditioned and heated office environment. 

Please send cover letter and resume to HR@gbhs.org if you are interested in this position.

The GBHS is an equal opportunity employer. It is the policy of GBHS to provide EEO to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.


Facilities Manager

Position Summary:
Responsible for maintaining GBHS’s facilities and fleet including, transporting of animals between facilities, overseeing regular maintenance, repairs, construction, safety, inspections, permits, registrations, insurance coverage, and purchasing. Manager is responsible for; enforcing health and safety regulations mandated by OSHA; compliance with Alabama Veterinary Medical Association (ALVMA) laws and regulations; will participate with and manage vendors, landscaping, custodial/maintenance teams, special events logistics and will be on-call as necessary to perform duties and responsibilities..

PRIMARY RELATIONSHIPS


• The Manager reports to the Chief Financial Officer and serves as a member of the senior management team.

• This position participates with the Volunteer Coordinator and other management staff ensuring the appropriate use of volunteers, assuring accountability to all constituencies, and ensuring organizational effective operation.

• Within the GBHS, the position has primary working relationships with the senior management team, Development staff, vendors for the organization, and event partners.

DUTIES & RESPONSIBILITIES


• Manages and oversees the administrative and operational systems that ensure optimal functioning and maintenance of all GBHS facilities and fleet.

• Ensures that all surgery and emergency care animals are safely transported between facilities daily, works with management staff to maintain adequate crate supply and cleanliness.

• Plans, develops and prioritizes projects and work plans ensures projects are effectively designed and planned.

• Assists with planning and management of special events logistics, including; liaison with vendors, traffic engineering, parking, setup and breakdown of equipment and supplies.

• Monitors, ensures and establishes protocols for general maintenance of all facilities, fleet and equipment to perform as optimal as possible to reduce operating costs, and ensures cost-effectiveness; establishes criteria for repair vs replacement.

• Provides management of security services (cameras, alarms, lighting, keys, access control, etc.).

• Develops, maintains and enforces fire and safety policies and procedures. Manages support staff under Facilities Manager (drivers, maintenance, landscaping, and janitorial, etc.) assigns duties, prepares work schedules; evaluates, monitors and inspects work (cost and progress).

• Manages all vendors, bids and contracts relating to facilities and fleet; obtains estimates for work, monitors work and provides punch lists for completing work.

• Inspects facilities for regulatory compliance: applicable building and safety codes, hazardous materials/waste storage and disposal, OSHA and ALVMA laws and regulations, etc. Prepares log of due dates for all permits and inspections. Conducts timely safety inspections.

• Oversees HVAC system, fire extinguishers, fire alarms, first aid supplies and back-up power (generators).

• Implements and updates facilities security protocols, disaster preparedness and business continuity manuals.

• Monitors and Investigates information on all emergencies, criminal activity, traffic collisions, industrial accidents. Reports incidents to Senior Management Team and appropriate law enforcement authorities.

• Ensures properties and locations are maintained in proper order. This includes property cleanliness and working equipment.

• Establishes, conducts and coordinates in-service training for staff relating to; safety procedures, vehicles/driving, OSHA, VMB compliance, chemical handling and storage, active shooter, evacuations, earthquakes, fire, disasters, etc.

• Perform other duties as needed

QUALIFICATIONS


A passion for the mission of GBHS and a sense of humor are required.

• Minimum of five years related experience including two years’ supervisory experience.

• Ability to communicate effectively and work well with all staff, volunteers, and the public.

• Possession of a valid and appropriate Driver’s License will be required prior to employment. License must be maintained in the course of employment. Applicant must be insurable to drive company vehicles.

• Ability to obtain a driver’s license endorsement to drive a (Class A non-commercial) 40 ft. 5th wheel trailer.

• Flexibility and ability to cope with several tasks simultaneously. Strong time management and organizational skills. Proficient in follow-through without supervision.

• Computer literate in Windows/Word environment; able to prepare basic Excel spreadsheets.

• Work irregular hours, nights, holidays, and overtime as needed to perform duties and responsibilities

Knowledge of:

• Federal, state and local laws, regulation practices and permits duties and responsibilities

• Disaster preparedness, business continuity planning and recovery

• Infrastructure relating to; IT, VoIP, low voltage and high voltage systems

• HVAC

• Landscaping and irrigation

• Construction regulations, codes and permits; understanding of blueprints; experience in developing cost estimates and budgets

• Basic carpentry, plumbing, security, vehicle maintenance/repair

• Scheduling, budgeting, record keeping and report writing

Experience and Training:

• High school or equivalent

• Preferred technical, vocational or trade school degree/certificate or equivalent combination of education and experience

• Required Supervisory: 2 years

• Related industry experience: 5 years

• Preferred: 5 years of Facilities Management experience

• Preferred: 3 years of experience in enforcing health and safety regulations mandated by OSHA

• Ability to obtain and maintain required certifications

WORK ENVIRONMENT


• Dealing with possible unruly, vicious, sick injured and dangerous animals

• Dealing with possible hostile public

• Possible exposure to parasites and infectious diseases

• Exposure to all types of weather conditions; operation of a vehicle under all types of weather and road conditions

• The noise level in performing this job varies depending on the task being performed.

Please send cover letter and resume to HR@gbhs.org if you are interested in this position.

The GBHS is an equal opportunity employer. It is the policy of GBHS to provide EEO to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.


Adoption Counselor

Status: Full Time of Part Time

Reports To: Manager/Assistant Manager of Adoptions and Animal Care and Director of Operations

Position Summary:
The primary goal of the GBHS adoption counselor will be to assist potential adopters in finding the best pet for their lifestyle and needs, while ensuring that the adoptable animals find loving and devoted homes. The adoption counselor will facilitate animal adoptions by providing excellent customer service to all clients, maintaining animal and person records and completing adoption paperwork. The counselor will work in a team-based environment with other staff and be responsible for providing daily care and enrichment to all animals housed at the adoption center and assisting in other departments as necessary.  This position requires a positive attitude, and the ability to be respectful and considerate when dealing with animals as well as clients.

DUTIES


• Provide exceptional customer service to every client by being professional, attentive and compassionate

• Greet all customers with a smile and facilitate conversation to accurately determine their needs

• Be willing to escort, assist and circulate with all customers

• Interview potential adopters and engage in conversation to determine the best animal match, while counseling them on any concerns they may have

• Be efficient in and familiar with the software used for animal and client records, and input all adoption data as necessary

• Complete adoptions in a timely manner, maintaining the time frame determined by immediate supervisor

• Provide customers with adequate information on animal breed, behavior, medical notes, and background to help potential adopters make successful adoption decisions

• Educate the general public on animal welfare and responsible pet ownership

• Work in a high-stress, fast paced environment with confidence and ease

• Answer the phone in a timely and courteous manner and answer all GBHS inquiries

• Resolve difficult adoption situations involving sick animals, applicant denial, or adoptions that become untenable in a professional and considerate manner

• Assist with client checkout by circulating with client in gift shop and making recommendations of items needed for continued post adoption success in the home

• Clean and care for animals housed at adoption center by following the protocols and time frame specified by immediate supervisor

• Monitor all animals and have the ability to recognize and document any medical or behavioral problems

• Assist in enrichment and behavior as directed and be patient and compassionate when working with all animals

• Be able to work collaboratively and communicate effectively with other members of the adoption team, as well as with other staff

• Work cooperatively with all volunteers, recognizing their talent and commitment

• Attend staff meetings and provide constructive feedback

• Maintain personal appearance and uniform so as to appear professional at all times

• Any other duties as assigned by the Adoption Manager/Assistant Manager

PHYSICAL REQUIREMENTS & SKILLS


Must have excellent verbal and written communication skills; must have a calm demeanor and be able to defuse and talk to unreasonable customers; must be organized, detail-oriented and have strong time management skills; Ability to lift and carry a minimum of 50 pounds; ability to handle animals, including cats, dogs, and other small animals; ability to work independently, as well as a team player; ability to identify work needed, even if not explicitly assigned; meet minimum general requirements for GBHS employment as set forth in GBHS employee handbook

WORK ENVIRONMENT


Subject to kneeling, lifting, sitting, standing, stooping, bending, and walking to perform the essential functions. Working conditions are inside and outside with occasional exposure to temperature variations, hazardous chemicals, noise, dirty environment, confining work space and unfavorable odors. May be exposed to animal dander, parasites and infectious diseases that can be carried and transmitted by animals. Must be able to work in an environment that provides humane euthanasia to animals. Must be able to work at least one weekend day and holidays.

QUALIFICATIONS


High school education or GED equivalent; customer service experience and a basic understanding of animal welfare; general computer knowledge; meet minimum general requirements for GBHS employment as set forth in GBHS employee handbook

Please send cover letter and resume to HR@gbhs.org if you are interested in this position.

The GBHS is an equal opportunity employer. It is the policy of GBHS to provide EEO to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law.