Administrative Manager, Behavioral Sciences Team Full Time NEW

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.

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 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 ranges for this role are set forth below and may be modified in the future.

• Zone 1: $24.23 – $25.43 per hour
• Zone 2: $26.73 – $28.03 per hour
• Zone 3: $29.38 – $30.82 per hour

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)

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

About Us:

The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Your Employee Rights Under the Family and Medical Leave Act:

Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees’ protected leave for certain reasons. Click on the link to learn more.

Applicants that are residents of Colorado and Oregon: Per CO Senate Bill 23-058 and ORS 659A.030, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries through completion of the initial interview. We can require/request additional application materials; if those materials contain any age-related information, an applicant should redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at careers@aspca.org. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: icrc@crc.in.gov | Website: www.in.gov/icrc. Equal Employment Opportunity Commission – Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.

Massachusetts Applicants: Per Massachusetts law, we are providing notice that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Philadelphia Applicants: You may view your rights under the Fair Criminal Record Screening Standards Act here.