Volunteer Program Administrator

CommonSpirit Health • Austin, TX

1d

About The Position

The Volunteer Administrator plays a key role in advancing the goals of APA!’s Volunteer Department, with a focus on recruiting, facilitating orientation and Level 1 & 2 training to volunteers on several teams who support our operations (Dog & Cat Intake, Elgin Transport Hub & other teams).

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 effective integration of volunteers into teams, facilitate Volunteer Integration courses, management of Better Impact Platform for assigned teams and providing essential support to staff and volunteers.

The Volunteer Administrator 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, 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 Volunteer Administrator 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 may involve shift flexibility, 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
• 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
• Minimum of 2 years of experience in volunteer coordination or management preferred
• Strong leadership and interpersonal skills.
• Excellent organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and volunteer management systems.
• Exceptional communication skills, both written and verbal.
• Ability to handle confidential medical information with discretion.
• Willingness to work weekends or evenings as needed.
• 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
• 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

Nice To Haves

• Experience in a veterinary clinic, animal shelter medical department, or similar environment is highly desirable.
• Passionate about animal welfare and the mission of APA!.
• Empathetic, patient, and capable of working with a diverse group of volunteers and staff.
• Detail-oriented with a strong commitment to accuracy and safety.
• Proactive problem-solver with a collaborative approach.
• Eager to work with people, and get them excited about APA’s mission and the opportunities volunteering has to offer.

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
• Develop and implement strategies to attract volunteers interested and connected to our mission.
• Conduct orientations and specialized training sessions for new volunteers.
• Create educational materials and resources focused on medical protocols and procedures.
• Schedule volunteer shifts to ensure adequate support in the assigned programs.
• Provide ongoing supervision, mentorship, and evaluation of volunteers.
• Foster a collaborative and professional volunteer community within the programs.
• Collaborate with staff to identify volunteer needs and roles.
• Develop specialized volunteer positions, as needed.
• Implement initiatives to enhance volunteer skills and engagement.
• Develop and execute a comprehensive volunteer recognition program.
• Organize appreciation events, awards, and acknowledgment activities.
• Highlight volunteer contributions through internal communications and social media.
• Serve as the first point of contact for medical volunteers.
• Maintain clear and consistent communication regarding medical policies, procedures, and updates.
• Coordinate with other departments to ensure cohesive volunteer efforts across the organization.
• Maintain accurate volunteer records using volunteer management software.
• Track volunteer hours, training completions, and contributions for reporting purposes.
• Ensure all volunteers adhere to APA!'s protocols and safety guidelines.
• Address any volunteer concerns, incidents, or conflicts promptly and professionally.
• Keep updated on veterinary regulations and ensure volunteer activities are compliant.
• Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills
• Attend and participate in all required training sessions and meetings
• Maintain open and consistent communication with Program Manager or designee, supervisor, and other colleagues
• Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis
• Able to react to change productively and perform other related duties as assigned
• Able to work evenings, weekends, and holidays as needed
• Able to work in a high-volume, fast-paced, high-stress environment
• Comfortable working autonomously when given goals and deadlines

Benefits

• Austin Pets Alive! is proud to offer a competitive benefits package for full-time employees, including subsidized employer-sponsored medical coverage, subsidized and voluntary life insurance, voluntary dental, vision and short-term disability options, all effective the first day of employment.
• We also offer voluntary wellness and emergency sick plans, up to 2% match on 401(K) retirement plan, supplemental benefits, flexible spending accounts and additional life coverage.
• Full-time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment, with an additional 5 days of PTO accrual upon completion of 12 months of employment.
• Employees will also receive professional development opportunities through APA!’s ongoing mission to advance our animal welfare professionals in our life saving work.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed