Senior Manager, Administration - CRC

Are you looking for an opportunity to use your exceptional organizational, analytical, and communications skills to improve teamwork and drive impact? The role of Senior Manager (SM), Administration at the ASPCA Cruelty Recovery Center (CRC) in Columbus, Ohio, is your chance! This role requires a competent, dependable manager with a keen eye for culture and systems to foster teamwork that delivers exceptional animal care and enables a productive workforce.

Who We Are

The CRC provides intake, care and outcomes for animals impacted by cruelty or natural disasters. This critical team is part of the ASPCA's multi-prong approach to fighting cruelty nationwide. Agencies across the country often struggle to effectively respond to cruelty in their communities, especially when cases involve large populations of animals. At the CRC, a dedicated team of sheltering, veterinary, and animal behavior staff work together to serve animals rescued in ASPCA national cruelty cases and disaster responses. This team works closely with the ASPCA's National Field Response (NFR), Veterinary Forensics (VF), Legal Advocacy & Investigations (LAI), Behavioral Sciences (BST) and Shelter Medicine Services (SMS) teams to ensure well-coordinated operations and high-quality, integrated care for animal victims of neglect, abuse and natural disasters. This includes providing care for animals at the CRC in Columbus, Ohio, as well as temporary shelters established in the field.

What You'll Do

The SM functions as direct support to the Vice President, CRC (VP), ensuring a highly engaged, productive and effective workforce of 45 staff, and many more volunteers and responders, in accordance with organizational core values and objectives. This position helps drive performance and excellence across the CRC by leading data and metrics gathering and reporting, managing budget and finance processes, and working closely with CRC leaders and key partners from other departments to improve operations and meet organizational goals. This includes ensuring departmental systems and processes are efficient and support the day-to-day work. This position requires a tremendous amount of initiative, with a keen focus on finding and capitalizing on opportunities to enhance employee engagement, teamwork, and streamline administrative processes. The Senior Manager reports directly to the Vice President, Cruelty Recovery Center and has no direct reports.

Where and When You'll Work

• This position is an on-site role and reports to the Cruelty Recovery Center in Columbus, OH.

• The schedule for this position is generally in-person Monday through Friday 9am to 5pm with the potential for working remotely one day per week, as business needs allow. Occasional weekends and/or evenings required to support the needs of the program (sometimes on short notice). Schedules are subject to change at the sole discretion of the ASPCA.

• Ability and willingness to travel up to 10-15% of the time as needed.

What You'll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

The target hiring salary range for this role is $34.86 - $36.78 hourly.

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, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off 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, click here.

Responsibilities include but are not limited to:

Administrative Management (40%)

• Support the VP's priorities and workflow, including last-minute requests. Contribute to programmatic planning, juggle frequent shifting priorities, and coordinate with internal and external stakeholders, as needed

• Stay current with internal and external technologies that support CRC work, including becoming an early adopter and supporting the VP in implementation for maximum efficiency/effectiveness

• Work with People Managers to ensure timely compliance with organizational requests that relate to goals, people management, training and finance.

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

• Lead weekly Pathway Planning meetings by working with each branch to assemble and prioritize the list of animals for discussion. Ensure accurate documentation of discussions and the follow-up on agreed upon actions

• Support management initiatives and presentations by contributing to and participating in staff meetings and training sessions, preparing content, templates and forms as needed

• Serve as the CRC Fleet Coordinator; oversee implementation of ASPCA fleet policies, ensure vehicle maintenance standards are met, and maintain records and documentation for each CRC vehicle and driver

• Coordinate visitor schedules and assist with logistics planning, as needed. (This is for visitors who are not deploying to the CRC. They may include media, executive leadership, donors, external shelter groups, internal department visits, etc.)

• Oversee logistical support as needed for meetings (electronic and in-person), events, conferences, webinars and conference calls including room setup, refreshments, A/V needs, catering, travel/accommodations, ASPCA swag, and recording minutes

• Assist hiring managers with the onboarding process for new hires. Keep the onboarding template updated. Update the Administrative Manager Procedures Manual on a yearly basis

• Deploy to support temporary shelters in the field as needed

Departmental Operations (30%)

• Manage and analyze data that informs the CRC's performance across the various branches. Develop and monitor systems that capture necessary data

• Work with the VP to analyze data, identify trends and anomalies, and share out quarterly metrics in a timely manner

• Under the guidance of and in partnership with the VP, formulate the annual CRC budget and financial strategy based on the allotted budget, current forecasts, anticipated programmatic changes and historical variability. Alert the VP in real-time to any risks of overspending

• Scan the CRC for ways to work smarter. Identify both pain points and opportunities across teams and develop approaches for alleviating or maximizing accordingly. Identify redundancies and develop recommendations to use resources more strategically

• Facilitate and maintain strong relationships with the CRC Leads Team to uncover needs, provide thought partnership and strategic insights, and recommend thoughtful approaches to decision-making grounded in statistics and financial data

• Partner with the Media & Communications, Member Communications and the Internal Communications departments to negotiate and define opportunities which amplify our work and our mission to the public

• Ensure the CRC is sharing successes and other highlights by overseeing the content created and shared on internal communication platforms

• Coordinate milestone and birthday recognition for staff. Ensure individual and team wins are celebrated, including through internal communication channels

Financial Transactions (30%)

• Manage and document financial transactions for the department through the Workday system by generating expense reports and check requests, processing CRC-related payments and reimbursement requests, entering accurate expense classifications, and tracking case related expenses.

• Reconcile hourly employee pay and oversee per diem and temporary employees' accurate payment from external vendors, including the processing of appropriate timesheets.

• Guide vendors through the vendor setup and reimbursement process ensuring accuracy and sales tax exemption rules are followed when applicable.

• Manage and maintain vendor relations by serving as the point-person for the Centralized Services team (CS), completing timely payments and identifying cost-effective vendors with superior products.

• Initiate annual equipment replacements with the IT department and schedule installation of these devices for CRC employees.

Qualifications:

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

• Strong sense of integrity and discretion; ability to handle sensitive information and issues while maintaining complete 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

• Understands organizational systems and structures, and project management.

• Ability with leaders to improve budgeting awareness by tracking and analyzing expenses to determine opportunities to reduce costs

• Fluent in Microsoft Office applications

• Experience with Workday, Airtable, Salesforce, Canva and/or Box a plus

• A quick learner of new technologies

• Fluency with data including managing large data sets, data visualization, analysis and investigation

• Strong project management skills with the capabilities to produce project roadmaps and consistently execute

• Strong written and verbal communication skills; ability to synthesize complex information, communicate key messages and influence organizational thinking

• Ability to implement new procedures effectively

• Ability to work well under pressure, adapt to changing circumstances, make decisions quickly and juggle multiple priorities simultaneously

• Ability to work in proximity to behaviorally and medically compromised animals and feel comfortable working in an environment where euthanasia is performed. Quick to recover from difficult situations

• Ability to walk, bend, stand and reach constantly during a minimum 8-hour day

• Ability to drive a vehicle

• Must be able to occasionally lift and move up to 50 pounds

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

• Ability to exemplify ASPCA's core values, behavioral competencies, and commitment to diversity, equity, and inclusion

Education and Work Experience:

• High School diploma or GED required

• Minimum 4 years of experience supporting administrative and financial responsibilities in a fast-paced, service and people-oriented industry

• Experience with budget management and processes required

• Experience with data management and reporting required

• Experience in animal welfare preferred.

• Writing, editing, and/or proofreading experience a plus

• Fear Free Shelter certification is required within 60 days of hire

Stay Connected - Join Our Talent Community:

If you are interested in joining our team but do not see a position listed that fits your experience or interests, please visit our website to join our Talent Community and stay connected to future opportunities with the ASPCA.