PASS Coordinator (Lobby Lead)

CommonSpirit Health•Austin, TX

2d•Onsite

About The Position

The PASS Coordinator I plays a key role in advancing the goals of APA!’s Community Programs, with a focus on triaging the needs of community pets and connecting families with the resources and programs to help. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high-impact model for community programs. The PASS Coordinator I is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high-quality work that aligns with APA!’s values and goals. This includes staying organized, practicing sound prioritization, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands-on, mission-driven role focused on results, reliability, and teamwork. APA! is a volunteer-powered organization, so every staff member is expected to work alongside and support volunteers. The PASS Coordinator I collaborates closely with volunteers to complete day-to-day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect. This position involves weekend hours, and responsiveness during times of high need. Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day-to-day workflow.

Requirements

Ability to successfully communicate orally and in writing with clients in crisis to explain recommendations and next steps and to potentially deliver news that clients do not want to hear.
Ability to work collaboratively with others APA! teams and clients to work toward getting the best outcomes for people and pets within established policy and procedures.
Manage competing priorities to ensure timely and accurate response to pet needs including associated follow up and administrative tasks are completed.
Ability to work successfully in an open office environment (lobby).
Be proficient at using APA! databases (ShelterLuv and Doobert) to find and maintain personal, animal, and case records.
Ability to successfully work in a shared, public workspace.
Must be able to routinely lift 40-50 pounds.
Must be able to work around animals (including diseased, injured, and/or potentially aggressive animals), loud noises, chlorine or other chemicals, and inclement weather.
Must be able to comfortably interact with cats/dogs of various health levels, including cats who may carry zoonotic diseases such as ringworm, scabies, intestinal parasites, etc.
Able to be on your feet for multiple hours of the day.
Must be able to visually observe people and animals from up to 150 feet away.
Ability to hear normal speech at close contact and shouting up to 150 feet away with the ability to hear and discern dog vocalizations both soft and loud.
Prolonged periods of sitting at a desk and working on a computer.
Must be able to walk big dogs that pull and jump for multiple hours a day.
Must be able to pass all required dog handling training required for this position.
Must be able to focus in a loud and busy environment despite distractions.
Must be able to walk around shelter as needed - uneven ground, keeping a safe distance from dogs and handlers.
Must be able to work in an open work environment (lobby).
If reasonable accommodations are requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship to the organization.

Nice To Haves

Ability to communicate fluently in Spanish both in writing and orally.
Ability to obtain and maintain relevant job certs via APATec.

Responsibilities

Staff the PASS Resource Desk in the main lobby at Davenport to greet all visitors, answer general questions, and appropriately triage needs of community pets owners and those trying to get assistance for pets including, but not limited to, evaluating for emergency intake, coordinating care with clinic, distributing pet pantry supplies and making referrals to other community organizations.
Coordinate with others for lobby coverage if away from the desk.
Ensure same business day response to general inquiries sent to info@ inbox and phone line in collaboration with designated volunteers and program staff.
Recruits and manages Safety Net and finder fosters, effectively collaborating with Social Work and other teams to support pets and clients.
Reviews all found pet records for aHelps reunite found pets with owners by ensuring completion of found pet checklist.
Triages and responds to requests for assistance from the public via shared inbox and case management system when needed to provide consistent coverage to respond within 24 hours and escalate urgencies and emergencies appropriately.
Maintain familiarity of pet resources and support available through APA! and in greater community and help keep up to date for clients.
Process paperwork and maintain records associated with cases and intakes in a timely and accurate manner.
Coordinate intakes, foster placements, care, and returns to owner in collaboration with other APA! teams.
Load and transport food and supplies from offsite storage or other locations (including APA!’s clinic, thrift stores, or other locations within Travis County) to restock storage shed at TLAC as needed.
Keep TLAC lobby clean and tidy by disbursing donations and keeping shared work spaces neat and organized.
Actively contribute to a volunteer-powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment.
Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed.
Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program.
Help retain volunteers by offering encouragement, guidance, and feedback during shared work.
Recommend strong volunteers for deeper involvement or specialized roles to your supervisor or volunteer manager.
Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts.
Help set volunteers up for success by clearly explaining tasks, providing hands-on guidance, and offering in-the-moment support.
Job duties may include some or all of the above, and other duties as assigned by manager.