Coordinator, Fleet Safety

ASPCA • New York, NY

3d • $24 - $30 • Remote

About The Position

The Coordinator, Safety Team plays a critical role at the ASPCA, ensuring that the work of the Safety Team can occur in an organized and data-driven manner to create and support a culture of safety at the ASPCA. The Safety Team all works together to make sure that our people, our facilities and our fleet are safe so that we can do the vital work needed for the animals in our care.

The ASPCA’s Legal Department helps the ASPCA to achieve its organizational goals of preventing animal cruelty by assessing and managing risk. The Legal Department prioritizes respect for our internal clients, business partners, colleagues and others; excellence in the work that we perform and the advice that we provide; and active engagement in the life-saving work of the ASPCA by showing up for our colleagues, clients, and constituents.

Requirements

• Proficiency in Microsoft Office Suite required
• Strong organizational and time management skills
• Team oriented with ability to work independently
• Strong written and oral communication skills
• Ability to manage projects, including demonstrated reliability, follow-through, meeting deadlines, time management, and managing multiple priorities
• Ability to collaborate cross-departmentally and cross-functionally; comfort speaking with people at all levels within the organization
• Ability to take content and create and format presentations
• Ability to exemplify ASPCA’s core values and behavioral competencies
• High School Diploma, GED, or Equivalent Experience (Required)
• Experience providing administrative support to a team required
• Experience partnering with other teams within an organization or with stakeholders and groups outside your organization required
• Experience with calendar management and coordinating travel for others required
• Experience organizing electronic files and maintaining databases required

Nice To Haves

• experience with Airtable preferred
• Experience working in a role that requires confidentiality and discretion highly preferred
• Experience managing contracts and processing invoices highly preferred
• Experience attending meetings, taking notes and communicating action items with key stakeholders preferred
• At least four (4) years of experience working in a professional setting preferred

Responsibilities

• Support controlled access functions at all ASPCA facilities through responsiveness to temporary electronic badge requests and activation and de-activation of access cards as well as auditing of card access use and compliance.
• Assist with scheduling Safety Team travel related to Site Safety Committee meetings, site assessment visits, in-person training and projects. Maintain Safety Team calendar to ensure coordination of travel.
• Manage contracts related to Safety Team work and process invoices
• Coordinate scheduling of all Site Safety Committee meetings and attend the meetings to take notes, document action items, complete follow up communication and track completion.
• Maintain, edit and update, as needed, the Safety Team Knowledge Page on Workvivo.
• Assist Safety Team members with development and formatting of trainings and presentations, as needed.
• Track due dates and completion of compliance related filings and trainings.
• Assist with maintenance of Safety Team databases including, but not limited to, those related to Incident Reporting, Personal Protective Equipment and Safety Data Sheets.
• Create and manage schedule of review and audit for safety policies, programs and procedures across the organization.
• Maintain organization of Safety Team electronic files to ensure consistent naming, filing, versioning and storage of documents. Ensure safety related documents are retained in compliance with applicable law and ASPCA policies.
• Assist in data retrieval and organization from organizational databases based on requests from Safety Team.
• Assist the Safety Team with communications to ASPCA employees through multiple methods of communication.
• Work collaboratively with Safety Team members and other teams to respond quickly and efficiently to requests and emergencies.
• Develop, foster, and maintain stakeholder relationships, across the organization and, as needed, with outside vendors and service providers.

Benefits

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED