Dog Adoptions Coordinator - Job Description

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​Full time, hourly position

Reports to: Shelter Director

Direct Reports: Direct Reports: N/A - The hope is to eventually have adoption counselor staff/volunteers that report to

Summary: In partnership with the Cat Adoptions Coordinator, this position serves to centralize the
animal adoption process at Southern Pines. The Dog Adoptions Coordinator is expected to promote dog
adoption using social media and events; coordinate and carry out offsite adoption events at adoption
partners every weekend; promote strong relationships with adoption partners; train adoptions-related
staff and volunteers; assist with, supervise, and process adoptions whenever possible; promote wellness
program; follow up with Slumber Party, Special Needs, and Wish List adoptions; and follow up with
post-adoption heartworm treatment; provide advice and support to adopters post-adoption. The
purpose of this position is to streamline the adoption process, reduce length of stay, and support staff
involved in the adoptions process.


Specific duties of Dog Adoption Coordinator include, but are not limited to:

● Strive to always uphold the values and the mission of Southern Pines Animal Shelter

● Adoption counseling

• Practice an “open adoptions” attitude and methodology when counseling adoptions.
• Southern Pines’ never judges potential adopters based on their race, gender, perceived social or financial status, etc. It is our job to create the adopters that we want to see in our community through education and support.
• Train staff and volunteers to counsel and perform adoptions using an open adoption methodology and attitude
• Be familiar with all adoption policies and procedures
• Coordinate with Medical Staff and Behavior Coordinator to identify animals requiring additional medical or behavioral adoption waivers or disclosures.
• Ensure all adoption waivers/disclosures are accurately recorded in Shelterluv (shelter software) and in the animal’s physical file
• Spend time weekly on the floor practicing adoption counseling and mentoring staff; greet customers and assist them in choosing an appropriate pet whenever possible
  • Facilitate conversations about the adopter’s lifestyle, and attempt to lead them to pets that would meet their needs
  • Discuss any specific known medical or behavioral care or plans the animal will need post-adoption in addition to general adoption counseling
• When able, process adoptions with adopters and outcome adopted

● Staff and volunteer training

• Create, update, and implement training protocols for staff and volunteers involved in the adoption process
• Train new adoption-related staff and volunteers, and provide them with a copy of the Adoption Counseling Guide
• Check in with each new staff member or adoptions-related volunteer within two weeks of initial training to ensure they’ve read the Adoption Counseling Guide; retrieve and file their signed Adoption Counseling Guide agreement; answer any questions they may have about the adoption process/counseling
• Oversee continued adoption counseling training for existing staff and volunteers
• Correct adoption counseling issues as they come up, and ensure all staff and volunteers are following proper protocols
• Communicate with Shelter Director to streamline and update adoption related protocols, procedures, and the Adoption Counseling Guide
• Brainstorm and suggest with occasional incentive challenges that would promote improved adoption counseling and engagement amongst teammates
• Report consistent or serious adoption counseling issues Shelter Director

● Provide post-adoption support and follow-up

• Act as point of contact for dog adopters who reach out seeking answers, advice, or problem solving in reference to their adopted pet
• Confer with Behavior Coordinator to create behavior plans for adopted dogs who are struggling or having issues in their homes post-adoption
• Assist surrender counselor with the return of adopted dogs; track the reason for return to ensure a better placement next time around; collect general data on primary reasons dogs are returned to inform our adoption counseling process
• Identify dogs that may struggle or need assistance in their new home environment, and follow up with them post adoption

● Marketing of shelter pets

• Focus on identifying highly adoptable, long timer, special needs, and transport ineligible dogs, and strategize their promotion and adoption
  • Ensure long timers and transport ineligible animals have staff favorites or other eye-catching signage
  • Find creative and engaging ways to market and promote difficult to place animals
• Ensure adoptable dogs have accurate kennel cards with all necessary signage within 24 hours of arrival (may need to assist with paperwork entry when necessary)
• Ensure all adoptable dogs have an attractive, clear photo in ShelterLuv within 72 hours of intake (retake and upload if intake photos from Drive are unusable/unclear)

● Utilize Social Media and PR tools to promote adoptable pets and adoption events

• Coordinate with Cat Adoptions Coordinator to ensure that we are posting at least one available animal per day on social media platform, rotating between platforms
• Provide warm touches on social media by posting adoption photos and post-adoption updates
• Market and promote upcoming adoption events and specials using social media and other methods
• Work closely with Media Coordinator to always stay true to Southern Pines mission and voice when using social media
• Assist with creating content and layout for shelter website pertaining to adoptions, events, etc.

● Coordinate and manage onsite and offsite dog adoption events

• Manage all adoption events that will include dogs, whether taking place onsite or offsite
• Coordinate with Cat Adoptions Coordinator to ensure success and organization of all adoption events
• Schedule meetings with necessary coordinators and management to plan large scale adoption events, request committee formation as needed
• Assist with recruitment of volunteers for offsite adoption events
• Train offsite adoption event volunteers to ensure they provide a high level of competency and support for adopters when completing adoptions unsupervised
• Be in attendance for or ensure volunteer attendance at all offsite adoption events
• Be in attendance for all large adoption events (ie. National Adoption Weekends, Quin’s Day, Clear the Shelter Events, and holiday adoption events, etc.). Absence from any large scale adoption event requires management approval and a secure plan for Cat Adoption Coordinator to take over Dog Adoptions Coordinator duties for event
• Coordinate with Cat Adoptions Coordinator to apply for Grant Status for Petsmart and Petco National Adoption Weekend events
• Continually strive to improve and streamline the adoption processes for large events
• Assist Cat Adoptions Coordinator with managing offsite cat population as needed
• Always dress and act professionally when representing the shelter, whether onsite or at offsite adoption events

● Manage offsite dog population

• Ensure Hotel Indigo is stocked with a healthy, social small breed dog
• Recruit, coordinate, and manage new offsite dog adoption partners

● Maintain and build positive relationships with funding/adoptions partners

• Communicate clearly and effectively with adoption partner management
• Coordinate with Cat Adoptions Coordinator and volunteers to ensure offsite presence at Petsmart and Petco every weekend (no exceptions)
• Coordinate with Shelter Director and Cat Adoptions Coordinator to prepare for successful, high volume adoptions at all National Adoption Weekends
• Create and maintain a schedule of all adoption events and share with partners, coordinators, and management
• Provide occasional warm touches to Petsmart and Petco to show our appreciation for their partnership
• Regularly promote adoption partners on social media, rotating between platforms
• Recruit new offsite adoptions partners whenever possible

● Work with the Shelter Director to create and manage adoption specials and increased adoption fees

• Maintain balance between grant funding and free and reduced adoption fees
• Partner with Foster Coordinators to manage and expand the Adoption Ambassador Program
• Manage the Dog Wishlist program, and call Wishlist applicants when desired dogs arrive at the shelter
• Regularly audit adoption fees, identify animals who need increased/reduced fees change fees as needed, and ensure fees are updated on kennels, in Shelterluv, and on paperwork

● Manage Special Needs Applications

• Partner with Medical Director to create Special Needs and Medical Waivers
• Call vet and personal references for submitted special needs applications
• Ensure potential families are a good match for the special needs pet in question, keeping open adoptions procedures in mind
• Coordinate with Shelter Director or Medical Director to approve Special Needs Applications
• Provide continuing guidance to ensure the animal’s success in the home

● Manage Slumber Party Adoptions

• Assist CSRs with calling all Slumber Parties on due date to check in
• Follow up with overdue Sumber Parties
• Coordinate with Shelter Director to resolve Slumber Parties that are more than 1 week overdue
• Provide support and advice as needed for current Slumber Party adopters

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● Working with volunteers

• Remember that volunteers donate their time, talent, and expertise and are not compensated monetarily for their contributions.
• Greet all volunteers that you see and thank them for their service when feasible
• Keep a “customer service” mentality when working alongside volunteers
• Build relationships with volunteers
• Provide feedback to volunteers when they do something well
• Offer encouragement, training, and constructive correction if you see them break protocol
• Feedback should be non-confrontational, and specific
• Request volunteer assistance when you need it
• Engage with volunteers through the Southern Pines Volunteers Facebook group

● Communication

• Report to Shelter Director regularly and efficiently, and attend regular one-on-ones
• Maintain and promote positive communication with staff and good interdepartmental relations
• Attempt to resolve personnel issues through careful, one-on-one communication
• Report significant personnel issues to Shelter Director
• Attend regular coordinators meetings, committee meetings, and other meetings as necessary; always come prepared
• Submit monthly report to Office Manager to be included in monthly board report