Administrative Support Specialist – ALE Training and Response

Humane Society Pikes Peak Region•Colorado Springs, CO

1d•Onsite

About The Position

The Administrative Support Specialist provides critical administrative, logistical, and operational support to the Animal Law Enforcement (ALE) Training and Response Manager. This position ensures the smooth coordination of training programs, emergency preparedness activities, documentation, and communication across all ALE divisions, including support for the Community Animal Response Team (CART) and Special Operations Response Team (SORT). This role is ideal for a detail-oriented professional who thrives in a dynamic environment, balancing administrative precision with mission-driven work supporting law enforcement and animal welfare operations.

Requirements

High School Diploma or GED required; coursework or certification in office administration, project coordination, or public safety preferred.
Prior completion of FEMA ICS courses (#100, #200, #300, #400, #700 and #800) or ability to obtain within 60 days of hire.
Two (2) years of administrative, program coordination, or related experience required; experience in law enforcement, emergency management, or animal welfare preferred.
Strong organizational and time-management skills with the ability to manage multiple priorities.
Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and database systems (PowerDMS, Chameleon, SystemHub, or similar).
Excellent written, verbal, and interpersonal communication skills.
Detail-oriented with strong record-keeping and data entry accuracy.
Ability to maintain confidentiality and handle sensitive information with discretion.
Comfortable working in a team-oriented, fast-paced environment with changing priorities.
Valid Colorado Driver's License and insurable driving record required.

Responsibilities

Assist with scheduling and logistics for all ALE training programs, including the ALE Training Academy and continuing education.
Track and maintain employee training records, certifications, and continuing education credits.
Prepare rosters, course materials, and evaluation forms for all training sessions.
Maintain and update the training calendar, distributing updates to staff and supervisors.
Support development of training documentation, including SOP updates and curriculum materials.
Assist in coordinating classroom space, equipment setup, and virtual training sessions.
Provide administrative support for CART and SORT operations, including volunteer rosters, training records, and deployment documentation.
Maintain inventory logs for trailers, equipment, and supplies; assist with scheduling maintenance and restocking.
Track disaster readiness checklists and certification renewals for staff and volunteers.
Support the Manager in documenting deployments, after-action reports, and FEMA or grant-related paperwork.
Prepare and maintain MOUs, contact lists, and communication templates for emergency response partners.
Manage correspondence, scheduling, and record-keeping for the ALE Training and Preparedness programs.
Prepare reports, data summaries, and dashboards for ALE leadership.
Assist with event planning for ALE recognition, volunteer engagement, and outreach activities.
Maintain organized electronic and hard-copy filing systems for training, preparedness, and compliance records.
Assist in developing and tracking program budgets, purchase requests, and vendor invoices.
Support internal communications, meeting agendas, and follow-up documentation.
Serve as a point of contact for training and CART/SORT volunteer inquiries.
Coordinate with other HSPPR departments to ensure alignment of training, volunteer, and operational efforts.
Provide timely updates to the Training and Preparedness Coordinator and ALE leadership regarding scheduling, documentation, and upcoming deadlines.
Commitment to the mission, values, goals, and success of HSPPR.
Perform all other duties as assigned.