Operations Manager - West Place Animal Sanctuary
Tiverton, RI 02878
About the Job
2025 Operations Manager Position
Please read this entire job post before applying. Applicants must understand the expectations and we are only seeking serious inquiries.
- We are a non-profit (very different from a for-profit business).
- We are open 365 days a year.
- Experience IS required. Please do not apply if you have absolutely no experience for this position.
- Emergent calls and emails come in every day, even on the holidays and the operations manager needs to assist the public in a timely manner. This will mean taking the work phone home with you after each work day. There are not often late-night emergencies but they do happen.
- If your scheduled work days fall on a holiday, you are scheduled to work unless you use a PTO day for the holiday (we have volunteers and staff every single day of the year since our farm animal rescues do not know it is a holiday).
· Please note that this position is full time and also requires at least one weekend day per week.
- We need a candidate who is reliable, shows up for work every day and does not call out. If you call out, your job must still be done and will have to be turned over to another staff person who already has a full-time job, and they will end up working several more hours in order to cover for you, so the staff must be able to rely on your attendance.
- You must be willing to talk on the phone. This is mandatory.
- We are not at a point where we currently offer health insurance or a retirement plan but we are working toward adding this in 2025 so there will be a period of time before these are able to be offered.
- If you are called for an interview and you ask us to "remind you what the position is" because you did not read/retain this information, we will not move forward with your application. Attention to detail is first and foremost here, and our initial contact with you is of the utmost importance and part of our interview process.
- If you are offered the position and need to leave your role with us, we request at least one-month's notice AND full training of your successor.
If you've made it this far and have continued interest, we can assure you it will be one of the most interesting, challenging and enjoyable jobs you have ever had!
Please note that we are posting very early for this position will not open up until March, though starting with us in February for training (paid) will be necessary, but we will work around your availability.
Overall Goal:
The Operations Manager is responsible for supervising daily operations at West Place Animal Sanctuary, primarily managing all tasks associated with the volunteer program, feed/supply/medical ordering, inventories and organization, and community outreach. The Operations Manager plays a key role in ensuring that the organization’s standards of excellence are met.
Responsibilities:
Volunteer Management
- Maintain and grow volunteer base through outreach to individuals, community-based organizations and groups, colleges/universities, and corporations as needed.
- Work closely with all program and department managers to periodically assess needs for volunteer expertise and level of volunteer staffing
- Maintain process to review applications, check references and interview potential individual volunteers assess interests/skills of volunteers and match with appropriate activities
- Onboard all new volunteers, collecting correct documentation based on department
- Identify training opportunities for volunteers and staff; assign and track completion of assigned volunteer training
- Maintain daily volunteer scheduling
- Maintain volunteer database (also through Discord and Air Table)
- Provide accurate and timely volunteer data
- Provide ongoing training to new and existing volunteers
- Engage with existing volunteers daily and provide feedback and additional guidance as needed
- Maintain ongoing communications with volunteers
- Maintain volunteer recognition program and collaborate with leaders of other departments as needed, and plan and execute volunteer appreciation and training activities
- Identify high profile volunteers and make connections with the appropriate stakeholders within the organization
- Monitor, encourage, and manage electronic messaging communications to/from volunteers, including the internal application
Intern Program Management
- Recruit high school, college, and graduate level interns
- Respond to internship requests; assess interests/skills of interns and match with appropriate staff or projects
- Develop and manage comprehensive orientation process for new interns
- Engage in ongoing feedback and complete school evaluations as required
- Update training information as necessary
Property and building management oversight
- Assist in overseeing that all buildings are maintained, cleaned, repaired as necessary, delegating to Property Manager and Animal Care manager as needed
- Monitor electric and heat usage in all buildings and be responsible for conserving
- Manage the day-to-day working of organization and cleanliness of the property
Administration
- Responsible for staying stocked on all supplies, food, medicine, tools, etc.
- Responding to emails
- Managing our main phone number and voicemails
- Assisting the public in answering incoming questions
- Update SOP’s, manuals, training tools, and resources related to volunteers and animal care
- Manage all processes related to volunteer/animal care/visitor incident reporting
- Assist other employees, clients, and volunteers in a cheerful and respectful manner as a representative of West Place Animal Sanctuary
- Prepare all current and necessary updates to the Operations Training Manual and the Animal Care Training Manual
- Responsible for maintaining our databases, including feed, medical supplies, inventory, volunteers
- Maintain monthly calendar for shots, deworming, hoof care, etc. for the Animal Care Manager
Events and Community Outreach
- Tour Guide for three Visitor Weekends each year, and for private tours
- Booking small weddings on property (training provided)
- Assisting in content for building our Virtual Tour platform
- Booking Corporate Retreats (training provided)
- Calling on businesses for corporate donations or animal sponsorships (training provided)
Animal Care Management (only if animal care managers are both on PTO and unavailable)
- Oversee volunteers performing feeding, cleaning and maintenance of resident living areas
- Oversee cleaning, maintenance, and proper storage of sanctuary equipment
- Assist with the check-in of new animals and inspection
- Follow proper safety measures and procedures when volunteers are using chemicals and cleaning supplies
- Overseeing cleanliness, maintenance and daily care of kennel, office and gift shop building
- Daily health checks on all animals
- Providing supplements, medications, injections, etc. as needed
- Inform Executive Director of any health issues with the animals
Other Skills and Physical Requirements
- Cleanliness of office and workspace
- Enthusiasm and outgoing, helpful personality
- Volunteer Management experience
- Very Strong communication skills
- Very Strong organizational skills
- Critical Thinking skills
- Mindfulness
- Very strong time management skills
- Ability to multi-task on a daily basis
- Database management
- Proficiency using Word, Excel, Internet, GSuite for non-profits, certain programs and apps such as Discord and AirTable
- Commitment to a team approach of working with staff members, volunteers and guests
- Strong listening, speaking and writing skills
- Able to manage in-person requests and phone/emails
- Must be able to be around/handle large animals when necessary
- Ability to stand for long periods of time (tours, inventories)
- Ability to lift up to 50 lbs. a plus
Job Type: Full-time
Pay: $40,000.00 to start per year based on experience regarding all the above. Yearly reviews and increases, and potential to move up within the organization.
Benefits:
- 50% Employee discount in our gift shop
- Paid time off - 10 days PTO
Schedule:
- 8 hour shift (8.5 with break)
- Day shift (9-5:30)
- Sunday, Monday, Tuesday, Wednesday, Thursday (off Friday/Saturday)
- Holidays necessary if they fall on the above workdays (PTO can be used for holidays)
Ability to commute/relocate:
- Tiverton, RI 02878: Reliably commute or planning to relocate before starting work (Required)
Experience:
- Operations Management: more than 1 year (Required)
- Public Relations: experience preferred
- Farm Animal Care: 1 year or more preferred
Work Location: In person
Source : West Place Animal Sanctuary