Transport Coordinator - Job Description
Reports to: Shelter Director
Direct Reports: None to start, will eventually supervise transport technicians. Full time position. Possibility for irregular work hours that change from week to week. Night and weekend availability required. Valid driver’s license required.
Summary: Transport Coordinator is responsible for overseeing the general health, wellness, and organization of the dogs and cats involved in the EmBark Program; communicating with partner shelters about pick up/drop off of transport animals; overseeing and communicating with the transport technicians to ensure the cleanliness, organization, and maintenance of the transport areas and vehicle; selecting and submitting transport animals; communicating effectively with northern partner shelters (especially in cases of the Shelter Director’s absence); training and overseeing transport volunteers; maintaining organized and clear data and files; and maintaining cleanliness and organization in all transport areas.
Specific duties of Transport Coordinator include, but are not limited to:
Direct Reports: None to start, will eventually supervise transport technicians. Full time position. Possibility for irregular work hours that change from week to week. Night and weekend availability required. Valid driver’s license required.
Summary: Transport Coordinator is responsible for overseeing the general health, wellness, and organization of the dogs and cats involved in the EmBark Program; communicating with partner shelters about pick up/drop off of transport animals; overseeing and communicating with the transport technicians to ensure the cleanliness, organization, and maintenance of the transport areas and vehicle; selecting and submitting transport animals; communicating effectively with northern partner shelters (especially in cases of the Shelter Director’s absence); training and overseeing transport volunteers; maintaining organized and clear data and files; and maintaining cleanliness and organization in all transport areas.
Specific duties of Transport Coordinator include, but are not limited to:
- Essential transport duties
- Be knowledgeable about all EmBark transport protocols, guidelines, and policies
- Update all transport documents as policies change and share with local transport partners
- Be knowledgeable about pertinent nationally recognized transport guidelines including but not limited to AAWA
- Understand requirements and restrictions of receiving partner shelters
- Be familiar with state regulations for transporting companion animals
- Create transport lists and photo lists for upcoming transports, ensuring all info is complete, up to date, and accurate and that photos of all animals are an acceptable quality
- Ensure breed labels are as accurate as possible
- Ensure animals on hold for transport have appropriate kennel signage and are clearly marked on the office board and in ShelterLuv
- Ensure transport list names are updated to reflect approval and hold status
- Notify local partners of what dogs to drop off, scheduled drop off times, and if the animals need any further treatment or care prior to transport
- Train consistent and dependable transport volunteers for loading and driving transports
- Be on call 24/7 for transport drivers and receiving shelters during a scheduled transport
- Perform behavior assessments for transport animals, and train transport technicians and other staff members to perform behavior assessments
- Coordinate with the Foster Coordinator to prioritize transport animals for foster
- Coordinate with Foster Coordinator and Veterinary Technician to ensure all transport animals receive vaccinations on time
- Coordinate with Foster Coordinator to ensure all fostered transport animals arrive on time for health checks
- Assist veterinarian with health checks and other treatments for transport animals
- Prepare health certificates
- Update all transport lists prior to transport and ensure receiving partners are aware of all changes
- Prepare a run sheet and place in the transport booklet along with a transport debit card and $200 in petty cash prior to transport; ensure this goes with the transport drivers
- Ensure all required animal paperwork and health certs are sent with transport animals
- Help load transport animals (might require coming in before or after typical shelter hours)
- Intake all local partner shelter animals that leave through the Embark program into Shelterluv, ensuring all intake dates and animal info is accurate and up to date
- Outcome transport animals in ShelterLuv, ensuring the outcome dates and subtypes are accurate
- Mail “state vet” copies of all health certs to the MS Board of Animal Health within 24 hours of transport departure
- Organize and file all transport paperwork
- Twice yearly, all transport paperwork must be boxed, labeled, and moved to the attic
- Fill in Transport Master List after each transport
- Update Invoicing Master List after each transport
- Add all medications, tests, etc. purchased by other shelters to the Invoicing Master List
- Generate and send invoices for partner shelters monthly
- E-mail transport report to all local partners monthly
- Update the transport calendar monthly and as changes occur
- Organize and facilitate yearly transport meeting
- Oversee organization of transport room and other transport holding areas.
- Provide detailed set up instructions for the transport tech prior to drop off
- Ensure transport tech has all tools needed for effective organization and sanitation in the transport areas.
- Ensure animals left in transport room post-transport are being picked up by their partner shelters and/or are moved out of the transport room in a timely fashion
- Ensure the transport room remains empty and is deep cleaned between transports
- Ensure no sick animals are housed in the transport room; if a sick animal is found to be in the transport room; quickly implement a plan to remove it or ensure it’s not an exposure risk for other animals housed there; if required, quickly disinfect and decontaminate that space immediately after the animal’s removal
- Oversee care and maintenance of transport van
- Ensure transport vehicles receive regular maintenance and oil changes
- Ensure transport tech completes van prep checklist prior to each transport
- Coordinate any needed van repairs
- Ensure tag and insurance are always up to date and in the correct location on the van
- Ensure an updated copy of the transport protocols is on the van at all times
- Ensure all van monitors and devices are in working order at least 48 hours in advance of an upcoming transport
- Recommend needed maintenance, equipment, monitors, etc. for the transport vehicle to the Shelter Director that are outside of normal maintenance
- Animal Handling and Care
- Always treat animals with respect and kindness
- Ensure animals are social enough for transport; notify partners of any behavior issues prior to transport
- Ensure animals are healthy and have no signs of contagious disease prior to transport; coordinate with veterinarian to provide accurate notation of any non-contagious medical issues to partner shelters prior to transport
- Ensure animals are as comfortable as possible during transport--never overcrowd or put in crates that are too large or small (always follow established transport protocols)
- Ensure all transport drivers and transport staff are familiar with our transport protocols and provide transport animals with exceptional care before, during, and after transport
- Ensure all crates are secured prior to transport departure
- Ensure all animals have adequate food, water, and bedding prior to transport and during transport
- Ensure there are emergency and animal care supplies on the van during all transports
- Ensure all animals are loaded with care into their crates
- Ensure all animals on the transport list are loaded and that all descriptions match the loaded animals--missing animals or sending the wrong animals is unacceptable
- 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
- Other general duties
- Report to Shelter Director regularly and efficiently
- Assist with rescue placement for special needs and urgent animals
- Complete monthly program report and submit to Shelter Director by the 2nd Wednesday of each month
- Correct issues with staff and volunteers as they come up, and ensure all direct reports are following proper protocols
- Uphold the values and mission of shelter in all actions and communications with rescue/shelter partners, the public, and other staff members
