Administrative Manager

Job Title: Administrative Manager

Department: Adoptions

FLSA Status: Exempt / Full-Time

Pay Range: $75,000 to $85,000

Helen Woodward Animal Center is seeking an Administrative Manager to join our vibrant Adoptions department. The Administrative Manager oversees and coordinates Adoptions operations to ensure the smooth and efficient functioning of animal care/adoption services at Helen Woodward Animal Center. This role manages staff, supports departmental budgeting and reporting, maintains accurate records, ensures compliance with policies and procedures, and contributes to exceptional customer service experiences for clients and prospective adopters as well as the animal in the Center's care.

Duties and Responsibilities:

• Supervise and schedule staff in the Adoptions Department, providing guidance, training, and performance feedback.
• Oversee data entry and recordkeeping for all adoptions, surrenders, and animal tracking in accordance with Center policies and regulatory requirements.
• Manage departmental administrative processes, including filing systems, document preparation, and supply inventory.
• Prepare regular reports on adoption statistics, departmental budgets, and operational metrics for management review.
• Support the Director of Adoptions with budget preparation, expense monitoring, and cost-control measures.
• Handle administrative aspects of customer service, ensuring prompt and professional responses to inquiries via phone, email, and in person.
• Maintain confidentiality of client and organizational information at all times.
• Ensure compliance with Center policies, animal welfare regulations, and industry best practices.
• Identify opportunities to improve administrative processes and implement solutions to increase efficiency and accuracy.
• Help develop, implement and maintain safety standards such as evacuation protocols, animal bite tracking systems, etc.
• Perform other duties as assigned by the Director of Adoptions.

Qualifications:

• High school diploma or equivalent required; bachelor's degree in business administration, nonprofit management, or a related field preferred.
• Minimum 3 years of administrative or office management experience, ideally in an fast-paced, fluctuating environment
• Prior supervisory experience preferred.
• Strong organizational and time-management skills, with attention to detail and accuracy.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and database systems.
• Excellent verbal and written communication skills.
• Ability to multitask and work effectively in a fast-paced, dynamic environment.
• Professional, positive attitude with a passion for animal welfare and the mission of Helen Woodward Animal Center.

Physical Requirements:

• Ability to sit, stand, bend, and reach for extended periods.
• Ability to lift up to 30 lbs.
• Comfortable working in an environment with animals of all species and sizes.

As a member of our team we ask that you adhere to all policies and procedures of the Center and are respectful to patrons, coworkers and animals at all times. Our mission: People help animals and animals help people is met by your participation in teamwork, communication, and respect each day you report to work.

Helen Woodward Animal Center is a Smoke-free environment. Smoking is not permitted in any HWAC building or vehicle.

HWAC is an equal opportunity employer and dedicated to promoting an inclusive environment for all of our employees and prospecting candidates.