General Description
The Office Coordinator plays a key role in supporting the organization’s volunteer programs and
business/finance operations. This position is primarily responsible for coordinating volunteer
engagement efforts and assisting with financial and administrative processes that support the
organization’s overall operations. In addition to these core responsibilities, the Coordinator provides
administrative support to the executive leadership team and assists other directors as needed. The role
also helps oversee daily office functions, including basic building coordination, supply ordering,
maintenance follow-up, and IT/phone support to ensure smooth and efficient operations across the
organization.

Classification & Salary
This position is part-time to full-time, working 30–40 hours per week based on organizational needs.
Compensation begins at $16 per hour, commensurate with experience and qualifications.
Responsibilities & Duties
Finance & Business Operations Support
● Recording daily financial transactions, including purchases and deposits, utilizing QuickBooks.
● Assisting with payroll processing and related documentation.
● Reconciling bank accounts, credit card accounts, and other financial records; researching and
resolving discrepancies.
● Assisting with annual and departmental budget preparation.
● Contributing to the preparation of routine financial reports and audit documentation.
● Maintaining accurate and organized digital and physical filing systems.
● Supporting general business operations and administrative process improvements as needed.
Support the Director of Volunteer Programs
● Coordinating volunteer scheduling, timekeeping, and accurate data entry within the volunteer
management system.
● Scheduling and conducting orientations for new and court-ordered/community service
volunteers.

● Maintaining volunteer records and ensuring compliance with organizational policies and
procedures.
● Updating volunteer protocols, handbooks, and related materials as directed.
● Communicating regularly with volunteers to provide guidance, support, and task delegation.
● Assisting with volunteer engagement initiatives, including newsletters, recognition efforts,
appreciation activities, and support at organizational events.

Administrative & Operational Support
● Provide administrative assistance to other directors and mid-level managers as needed.
● Liaise with the organization’s IT provider to coordinate IT and phone system support.
● Coordinate scheduling of outside contractors for facility maintenance and repairs.
● Assist in managing incoming phone calls, emails, and meeting scheduling.
● Support general office operations to ensure a smooth and professional work environment.
Qualifications & Experience
● Experience with or strong working knowledge of QuickBooks accounting software preferred.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required.
● Strong organizational skills with the ability to manage multiple responsibilities and deadlines
effectively.
● Excellent verbal and written communication skills, with the ability to navigate sensitive, tense,
or emotional situations with professionalism and empathy.
● Experience coordinating, mentoring, or coaching volunteers preferred; ability to provide clear
direction, encouragement, and support to individuals from diverse backgrounds.
● Detail-oriented with a high level of accuracy in financial and administrative tasks.
● Demonstrated passion for animal welfare and alignment with HSNCF’s mission and values.

Knowledge, Skills & Abilities
● Maintains a positive attitude and approachable, professional demeanor.
● Demonstrates creativity and strong problem-solving abilities.
● Highly organized with strong attention to detail and the ability to effectively multitask.
● Comfortable working both independently and collaboratively within a team environment.

● Ability to adapt to changing priorities in a dynamic, mission-driven workplace.

Physical Requirements & Working Conditions
● Must be able to perform the essential functions of the position in an animal shelter
environment, including exposure to animals, cleaning chemicals, disinfectants, and other
materials commonly used in animal care facilities.
● Regular exposure to animals that may be injured, ill, unruly, or aggressive, as well as potential
exposure to parasites and infectious diseases.
● May encounter emotionally charged situations and interactions with distressed, hostile, or
upset members of the public; must be able to respond calmly, professionally, and
compassionately.
● Ability to manage a fast-paced, changing workload that may be stressful at times.
● Must be available to work weekends, holidays, occasional overtime, and attend mandatory
meetings or training as required to meet organizational needs.

Equal Employment Opportunity
● HSNCF is an Equal Opportunity Employer. We are committed to creating an inclusive
environment for all employees and volunteers. Employment decisions are made without regard
to race, color, religion, sex, gender identity or expression, sexual orientation, national origin,
age, disability, veteran status, genetic information, or any other characteristic protected by
applicable federal, state, or local laws.