Administrative Manager, Behavioral Sciences Team at ASPCA in Remote

Summary:

For more than 150 years, the ASPCA has been on the frontlines to save, transform and protect the lives of millions of animals. The Behavioral Sciences Team (BST) team plays an integral role in the ASPCA's commitment to champion good animal welfare and protect animals from cruelty. We are looking for a Manager, Administration to oversee the daily administrative functions and manage various projects for the department.

The right candidate for this position is so much more than a resume - please take advantage of your cover letter to tell us why you are the one we are looking for! 

The application for this position will be open until 5pm EST on Tuesday, May 12.

Who We Are

The BST supports behavior programs across the ASPCA to safeguard the behavioral health of our animals. The BST’s work focuses on:

• Promoting a holistic approach to the care of ASPCA animals that balances physical and mental wellbeing. We ensure organization-wide alignment of shelter behavior best practices, foundational tools, and behavioral data management.
• Advancing science-based processes and protocols in shelter behavior, including enrichment, socialization, and behavior modification, to improve quality of life of sheltered animals, reduce euthanasia of animals with treatable behavior problems and expedite pathway planning decisions for animals unsuitable for rehabilitation. Through strategic applied research in shelter animal behavior, we prepare ourselves and the field to care for a growing number of at-risk animals.
• Establishing psychological harm as legally cognizable animal cruelty so that animals suffering emotional trauma receive the same protections under the law as animals suffering physical harm.
• Supporting ASPCA’s cruelty and disaster operations through forensic behavior documentation, consultation, research, and subject matter expert testimony. We work closely with Legal Advocacy & Cruelty Response, National Field & Disaster Response, Forensic Science and the Cruelty Recovery Center (CRC) by deploying for animal removals, providing low stress handling, conducting forensic behavior evaluations, and supporting shelter behavior programs at temporary field shelters.

What You’ll Do

The Administrative Manager for BST is responsible for overseeing the daily administrative functions and managing various projects for the department. To succeed in this role, the Admin Manager thrives in a fast-paced environment, managing multiple people’s schedules, booking travel, creating meeting agendas, contributing to documenting, strategizing and driving projects forward, monitoring the budget, copy editing documents and drafting internal communications. The Admin Manager is a strategizing, multi-tasker who maintains a positive and solution-focused attitude, works as part of a cohesive team, and collaborates with various teams across the organization to ensure BST is working efficiently towards our 2030 goals.

• Administrative Manager reports directly to the Vice President, Behavioral Sciences Team and has no direct reports.

Where and When You’ll Work

• This remote-based position (which requires travel, as described below) is open to all eligible candidates based within the United States.
• This role will be expected to work a schedule that aligns with standard working hours in the eastern time zone and requires the ability to work evenings or weekends on occasion when needed.
• This role requires willingness to work flexible hours, long days, and weekends, as required; available to be on-call for last minute deployments.
• Ability and willingness to travel up to 5% annually, as needed.

What You’ll Get

 The target hiring range is based on where the employee works, which for remote roles is the employee’s primary location of residence, and its respective cost of labor.  You can view which zone applies to you based on your location (aspca.app.box.com/v/aspcazonetable). For questions regarding locations not on the list, please send an email to Careers@aspca.orgmailto:Careers@aspca.org for more information. 

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.

• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

For more information on our benefits offerings, visit our website.     

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

 

Administrative Oversight and Management

• Perform administrative functions for BST, including scheduling, meeting planning, department-wide communications, expense report support and review, vendor setup, travel planning, etc.

• Schedule departmental meetings, prepare agendas, keep detailed notes.

• Supervise, train, and coordinate schedules and tasks for temporary staff.

• Manage and provide logistical support to BST staff for meetings, events, webinars and conference presentations to include travel/accommodations, development, recording minutes, and keeping time.

• Maintain employee contact records; update and distribute employee directories.

• Document, refine, and maintain the collection, distribution, archiving and maintenance of departmental documentation, including program updates, training activities, metrics, planning documentation, and reports.

• Manage communications including all-staff announcements and inquiries to/from departmental mailboxes.

• Participate and conduct in onboarding new personnel.

• Facilitate recruiting process for interviewing candidates, including setting up interviews and providing forms and follow up as required by hiring managers.

• Create presentations, spreadsheets, surveys, and other documents supporting BST activities.

• Track and report progress on program/training teams in applying for continuing education credit.

• Partner with Finance, IT, the People Team, Facilities and other ASPCA departments to address and resolve BST needs.

• Explore new technologies in use at the ASPCA, make recommendations where appropriate and tutor BST staff when implementing new tools.

• Monitor Workplace for posts relevant to the VP, BST.

• Support with or oversee special projects and initiatives as assigned by VP, BST.

• Manage tracking org-wide for Low Stress Handling (LSH) and Fear Free trainings on Airtable, to provide immediate support for new staff, tracking of progress towards 100% staff participation, and real time reporting for leadership.

 

Project Management

• Manages projects from initiation to completion: crafts and monitors project timelines, identifies definable tasks and action items, and proactively encourages the timely completion of project deliverables.

• Collaborate with stakeholders to ensure project goals align with departmental plans and the organization’s 2030 goals.

• Provide strategic project support including developing systems, note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and managing documents.

• Serve as subject matter expert for project management software, including identifying how tools such as Airtable and Miro can contribute to BST projects.

• Participate in Project Management Weekly Workshops, Airtable Office Hours, and various L&D opportunities to learn best practices for project management.

  

Financial and Inventory Management

• Oversee per diem and temporary employees’ accurate payment.

• Manage financial transactions for the department by generating expense reports.

• Manage the BST’s ordering process for all supplies.

• Monitor the department’s expenses and ensure ASPCA resources are used efficiently and effectively.

• Initiate annual equipment refreshes with the IT department and schedule installation of these devices.

• Assist Finance department by ensuring that any GL-code reclassifications are communicated to them.

 

Forensic Behavior & Field Support

• Support the deployment process by contacting CRC and Lead on case to confirm case specific information such as the deployment team’s travel accommodations and the facility operating hours, prior to deployment team departure.

• Book travel for responders, such as hotels and cars

• Review and copy-edit evaluation reports, identify discrepancies and work with scribe to ensure reports are properly completed. Support forensic behavior evaluations by scribing or videotaping as needed.

• Collect, label, and catalog evidentiary video footage and written evaluation materials for Legal Advocacy & Cruelty Response.

• Manage BST’s evaluation tote inventories at the CRC by coordinating with CRC before cases. Order supplies when needed.

• Maintain the highest level of confidentiality while handling sensitive information and materials.

 

Qualifications

• Proven ability to seek and build positive and productive relationships that allow coordination of activities and communications between individuals and departments

• Ability to maintain a variety of regular and irregular communication loops involving a wide ranging audience

• Fluent in Microsoft Suite (Outlook, Word, Excel, PowerPoint) with an affinity for adopting new technology quickly

• Familiarity with animal welfare and/or non-profit organizations a plus

• Ability to plan and organize meetings of individuals and departments

• Ability to work under pressure, prioritize a wide range of tasks and deadlines, and change course as needed

• Demonstrates initiative, judgment, diplomacy, sensitivity, and respect for confidentiality

• Strong team player combined with ability to self-manage and work independently

• Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities

• Exceptional verbal and written communication, including excellent grammar and editing and proofreading skills

• Proactive with the ability to anticipate needs

• Excellent organizational skills

• Comfortable working in an environment where behavioral euthanasia is discussed on a regular basis

• Willing to accept responsibility for sustaining a healthy work-life balance

• Must occasionally lift and move up to 35 pounds

• Must provide a valid driver’s license upon hire and pass a motor vehicle history check demonstrating safe driving history

• Ability to exemplify ASPCA’s core values and behavioral competencies.

Education and Work Experience

• High School diploma, GED or equivalent experience

• Minimum 2 years-experience in a fast-paced, service and people-oriented industry

• Minimum 2 years of work experience in administration, project management, or similar roles required

• Experience managing calendars for others required

• Experience managing expense reporting required

• Professional experience writing, editing and/or proofreading strongly preferred

• Experience coordinating travel for others preferred

• Event planning experience a plus

• Experience with Workday, Airtable and other similar systems a plus

 

  

Language:

English (Required)

Education and Work Experience:

High School Diploma, GED, or Equivalent Experience (Required)