SWR Admin Asst - Puppy Program

Position: Administrative Assistant - Puppy Program

Department: Program

Site: Southwest Region Office, Oceanside, CA

Status: Full-time

Application: Complete the online application, including your resume and cover letter (required).

If you cannot submit an application online, download the application and submit by fax or mail to:

Canine Companions for Independence
attn: HR
PO Box 446
Santa Rosa, CA 95402-0446
Fax (707) 577-1832

Cut off date: Until Filled

Availability: Immediate

Hiring Range: $13.79 - 16.09 DOE

PRIMARY PURPOSE OF THE JOB: This position provides timely clerical, administrative and organizational support to the puppy program with a high degree of accuracy, responsiveness and discretion. 

 ESSENTIAL DUTIES: 

  • PUPPY RAISER COORDINATION: Assist puppy program manager with the maintenance of prospective and current puppy raiser lists and puppy availability. Review puppy raiser applications, schedule phone interviews and site visits. Assist with the processing of confirmation of acceptance, or denial letters to prospective puppy raisers.
  • PUPPY PROGRAM MATERIALS: Assist with the ordering, updating, assembly and administration of puppy raising manuals, related printed matter and collateral supplies. 
  • PUPPY RAISER ORIENTATION: Assist with arrangements for puppy placements with puppy raisers, conducting paper raiser orientations, shipping arrangements, creating puppy raiser contracts, orientation folders, manuals, and other orientation related needs. 
  • PUPPY RAISER MEETINGS: Assist with orientation of puppy raisers including setting up and confirming meeting places and times, organization of matriculation, puppy raiser workshops and other similar events.
  • PUPPY MATRICULATION: Update, prepare and distribute turn-in packets and related correspondence to puppy raisers of matriculating dogs. Monitor and coordinate the return of all materials from puppy raisers prior to matriculation. Assist the puppy program manager at graduation, turn-in including puppy raiser reception, check-in, photos and tours.
  • RELEASE DOG PROGRAM:   Assist with the preparation of release dog contracts, notification of puppy raiser of released dog, adoption back to puppy raiser or hand off to release dog coordinator to process through released dog waiting list. 
  • ADMINISTRATIVE SUPPORT: Provide administrative support to puppy program manager. Review, update and maintain puppy raiser applicant files, maintain puppy program data entry: enter data for puppy placements, prepare reports, and prepare letters or other correspondence to volunteer puppy raisers.  
  • PROGRAM SUPPORT:   Provide administrative support or other assistance within program to assist with data base, documents, special events or projects. 
  • PUPPY RAISER CLASSES: This position may involve teaching puppy classes and assisting with puppy raiser follow-up.
  • Provide quality customer service to volunteers in order to increase retention of volunteers.  
  • Assist with requests from veterinary clinic or kennel to puppy raisers.  
  • Assist with distribution of puppy program information to regional and national development staff as needed for graduation and other events. 
  • Other duties as assigned from time to time by supervisor or department.

 REQUIRED ABILITIES:

  • Ability to perform several tasks concurrently, time management and organizational skills. 
  • Ability to compose and transcribe letters using word-processing and mail merge.  
  • Ability to complete necessary paperwork and meet deadlines with attention to small details.
  • Familiarity with Microsoft office (word, excel, outlook), Adobe, database management and other business software.  
  • Professional work ethic and ability to communicate with a calm demeanor under emotional circumstances. Experience in working with diverse volunteer groups. 
  • Public speaking and ability to lead and direct others. 
  • Knowledge of puppy behavior and basic training.

 REQUIRED EXPERIENCE: Two years prior office experience.

 REQUIRED EDUCATION: High School Graduate or equivalent.

 REQUIRED LICENSES:       None.

 WORKING CONDITIONS: Stationary at workstation for majority of job. Occasional overtime hours may be required including Saturday’s.

 SAFETY HAZARDS:             General office working conditions; some activities include repetitive tasks. Subject to hazards that can be caused by working in and around animals.  

 

This job description does not list all the duties of the job. You may be asked by supervisors or managers to perform other instructions and duties. You will be evaluated in part based upon your performance of the tasks listed in this job description.

Management has the right to revise this job description at any time. The job description is not a contract for employment and either you or the employer may terminate employment at any time, for any reason.

CCI is an Equal Opportunity Employer