PASS Coordinator

CommonSpirit Health•Austin, TX

3d•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

Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
Commitment to APA!'s customer experience expectations
Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
Comfortable working cross-functionally and serving as a liaison between volunteers, customers, and team members
Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials; work and communicate diplomatically and with discretion given cases may include sensitive personal information or contain reports of criminal animal abuse and neglect
Self-starter with strong time management; able to work independently and collaboratively
Excellent interpersonal skills; maintains a calm and professional presence in all situations
Strong attention to detail and high standards for quality
Adaptable to change and able to perform related duties as needed
Dedicated to delivering an exceptional and inclusive customer experience
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)

Nice To Haves

Ability to communicate fluently in Spanish both in writing and orally
Knowledge of Human Animal Support Systems
Experience in volunteer coordination and/or supervision
Prior experience in a similar role is preferred; however, candidates with strong transferable skills will be considered.

Responsibilities

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
Be primary point of contact for Community Program volunteers including onboarding, training, and supporting volunteers in successfully completing volunteer roles
Coordinate with program manager and others to determine volunteer needs, write job descriptions and training plans, and maintain assignments and schedules in Better Impact
Ensure priority shifts are filled by trained, enthusiastic volunteers to ensure appropriate coverage for Community Program functions and activities both remote and in-person
Recruit and onboard Safety Net fosters and coordinate care for fostered pets
Support general lobby functions as needed to include greeting all visitors, answering general questions, and appropriately triaging 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, and making referrals to other community organizations.
Respond to requests for assistance to the PASS inbox within 24 hours; regularly triage box to take appropriate action on emergency and urgent situations as needed
Maintain familiarity of pet resources and support available through APA! and in greater community and help keep up to date for clients
Fill and distribute PASS Pantry orders and stock pantry supplies; coordinate quarterly food and supply drives
Support community events that align with Community Programs goals including food co-distribution events with Central Texas Food Bank
Under supervision, manage Safety Net foster cases when needed
Help reunite found pets with owners and provide support to finder fosters
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
Keep TLAC lobby clean and tidy by disbursing donations and keeping shared work spaces neat and organized
Job duties may include some or all of the above, and other duties as assigned by manager