• Job Description

  Req#: 2025-376

  Summary:

  The National Field Response (NFR) team takes the ASPCA's commitment to animals to the very doorsteps where help is needed. The team travels from coast to coast responding to requests from law enforcement and animal welfare professionals with the primary goal of removing animals from crisis situations created by natural disasters, animal abuse, hoarding or neglect.

  Under the leadership of the Sr. Director, Program Operations, the Program Operations Manager will provide administrative and operational support across the department. This support includes but is not limited to processing invoices and responder reimbursements, scheduling and facilitating virtual and in-person team meetings, providing scheduling support to the National Field Response team Vice President, leading temporary shelter searches, filling the Finance Lead and/or Metrics Lead roles during operations, and supporting special projects from the Sr. Director, Program Operations.

  The person in this role will also work closely with the NFR Leadership Team, including the NFR VP, to support department wide initiatives and projects. The Program Operations Manager will be required to show professionalism, discretion, and leadership in a variety of situations. This is a remote location position - candidates can be based anywhere in the US and will require travel as needed during deployments to provide on the ground leadership for field operations during natural and man-made disasters.

  Responsibilities:

  Responsibilities will include, but are not limited to:

  Program Administration (45%)

  • Oversee and manage National Field Response department metrics on a monthly basis, collaborating with the Cruelty Recovery Center and Legal Advocacy & Investigations teams to obtain data on casework for reporting out.

  • Manually pull data from Salesforce and Airtable to calculate metrics for the number of animals assisted and number of animals impacted by NFR work, create reports with data collected to assess NFR progress towards goals.

  • Draft and create presentations, spreadsheets, department communications and other documentation in support of departmental activity.

  • Manage the Vice President’s calendar; including maintaining a set of guidelines for this process.

  • Develop and implement professional development plan through the annual goal setting process maintaining high standards to ensure goals are met or exceeded within timeline requirements.

  • Provide leadership and represent the ASPCA at professional meetings, conferences, and trainings.

  • Create and maintain individual monthly reports and metrics.

  • Create forms and implement procedures to track department conference and training travel.

  • Maintain the NFR onboarding template and provide onboarding training and mentorship to all new NFR staff members.

  • Order and track all personnel gear and uniform items for new hires.

  • Create content to showcase NFR’s work on Workplace with the rest of the organization, manage Workplace updates for NFR team regularly, monitor comments and lead communication for interested staff members.

  • In conjunction with the Sr. Director, Program Operations, act as a department liaison to other PRE and ASPCA departments.

  • Actively seek out opportunities within the organization to roll out improved technologies or processes to the team.

  • Support all other activities and special projects as identified by the Sr. Director, Program Operations.

  Invoice Processing & Finance Functions (25%)

  • Lead all National Field Response invoice processing (including capital expenses) and responder reimbursements through Workday.

  • Provide case expense tracking and budgeting support to the Sr. Director, Program Operations.

  • Facilitate onboarding of vendors through the supplier setup and reimbursement process; ensuring accuracy and sales tax exemption rules are followed.

  • Guide responders through the supplier setup and reimbursement process; enforcing reimbursement guidelines.

  • Manage visa reports with reoccurring department charges and a portion of the responder travel expenses (up to 50 charges monthly).

  • Develop and maintain Standard Operating Procedures (SOPs), reimbursement forms, and training materials for invoice processing and finance functions.

  • Create opportunities for cost savings by negotiating discounts with vendors, applying for store specific sales tax cards, and collaborate with the Strategic Cause Partnerships and Procurement teams to identify and negotiate in-kind contributions.

  • Work closely with other PRE counterparts to explore new initiatives to streamline invoice processing and other finance functions.

  • Provide initial Visa report training for all new NFR staff and maintain NFR specific Visa report how-to documents.

  • Provide backup for the Sr. Director, Program Operations for Visa report review and invoice approval in Workday.

  Meeting Coordination & Logistics (15%)

  • Provide logistical support as needed for multi-day team meetings (2 to 3 per year – both virtual and in-person) including meeting room setup, A/V needs, catering & snacks, travel coordination, hotel accommodations, team building activities, pre- and post- meeting communications, and meeting notes.

  • Create “run of show” documentation for all day virtual meetings.

  • Collect agenda topic ideas and manage the creation of multi-day/long form team meeting agendas and presentation content.

  • Coordinate and facilitate team meeting after-action surveys.

  • Analyze the results of each team meeting after-action survey and work with the Sr. Director, Program Operations to ensure after-action plans are implemented for future meetings.

  • Work with the Sr. Director, Program Operations and NFR VP to create bi-weekly team meeting agendas, content, secure guest speakers, and facilitate the meetings.

  • Attend, take notes, and call out next steps on the bi-weekly NFR leadership meetings.

  Deployment Support (15%)

  • Provide back up support for other functions of the Program Operations branch, including the resource unit. This includes, but is not limited to, hotel research, creating ground transportation plans, sending out daily operational communications and booking responder travel.

  • Maintain strict confidentiality while collaborating with the Sr. Director, Program Operations with confidential temporary shelter searches, including fairgrounds and other non-traditional temporary shelter location types.

  • Lead coordination and communications with Real Estate & Capital Projects, Legal, Cruelty Recovery Center, and National Field Response departments for temporary sheltering needs with strict sensitivity and confidentiality, ensuring spaces meet NFR needs and information is shared on need-to-know basis with partners.

  • Provide on the ground support and leadership for deployments; (deployment roles may include, but are not limited to command roles, logistics, transport, resources, daily care, animal removal, stat tracking, and technical rescue).

  • Provide remote support to other branches as needed for deployments; (remote roles may include but are not limited to, logistics, resources, stat tracking, and finance). Maintain cross training in basic Planning & Response functions to be able to provide backup support for that branch.

  • Maintain certifications in basic first aid/AED, slackwater rescue and other basic technical rescue to support any type of case request.

  • Fulfill the duties of the Finance Lead and/or Metrics Lead role for deployments as needed in collaboration with the Sr. Director, Program Operations.

  Exemplifies the ASPCA’s Core Values

  • Has Commitment and dedication to improving the lives of animals

  • Demonstrates Ownership and feels responsible for outcomes

  • Believes in Team – that we are stronger together

  • Seeks to Elevate others and reimagine what is possible

  • Focuses on Impact, specifically making change for animals

  Qualifications:

  • Proven ability identifying creative solutions and overcoming obstacles to achieve an ambition or goal

  • Exceptional written, verbal, and interpersonal communication skills

  • Ability to build collaborative relationships and work with all levels of team members, employees, and outside contacts

  • High levels of patience, flexibility and professionalism, particularly while under pressure

  • Strong organizational skills with excellent attention to detail

  • Strong computer skills including advanced proficiency in Microsoft Office including Word, Excel, PowerPoint, and Outlook

  • Proven ability to work independently; self-motivated and team-oriented

  • Ability to create and prepare concise written reports, policies, and procedures

  • Ability to manage sensitive information with professionalism and confidentiality and show discretion and leadership in a variety of situations

  • Ability to quickly pick up new technology (ex: Airtable, Box, Salesforce, Canva)

  • Must be able to travel for a minimum of 7-10 days at a time as needed including weekends and holidays (up to 15% of the time)

  • Must be able to regularly rotate into the Program Operations on-call schedule at least one week a month with the expectation that while on call, urgent communications are responded to within 2 hours’ notice during the hours of 8 am – 8 pm (in your applicable time zone).

  • Must be able to work flexible hours, long days and weekends due to the unpredictable nature of disaster and field work including weekends, evenings and holidays

  • Must provide a valid driver’s license upon hire and pass a motor vehicle history check demonstrating a safe driving history. Ability to pass a Department of Transportation Medical Exam to drive an ASPCA Regulated vehicle preferred.

  Additional Information:

  • Work may be performed in an environment with regular exposure to high noise levels, chemical cleaning agents, animal dander and wet floors

  • Work may involve exposure to the elements which including but not limited to: working in extreme temperatures (hot and cold) for long periods of time, exposure to potentially fractious animals (including the risk of animal bites and scratches) and exposure to zoonotic diseases (which can be transferred from animals to people).

  Education and Work Experience:

  • High School Diploma or GED Required

  • 4 years professional work experience or equivalent education required

  • Experience managing executive calendars is a plus

  • Experience with data analysis is a plus

  • Experience developing Standard Operating Procedures and/or overseeing new technology implementation is a plus

  • Experience managing vendor relationships and/or negotiating pricing is a plus

  • Experience overseeing event logistics and operations required; experience supporting deployment logistics, including hotel research, transportation plans, and operational communications is preferred

  • Experience supporting emergency deployments strongly preferred

  • ICS training Incident Command System Certification – IS 100, 200, 700, 800

  • Working knowledge of animal welfare and large-scale response issues

  • Previous professional experience in animal welfare preferred

  • Experience with animal handling in an animal shelter, hospital, or care facility preferred

  Compensation and Benefits:

  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.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: $27.88 - $29.81/hour

  • Zone 2: $30.77 - $33.17/ hour

  • Zone 3: $33.65 - $36.06/ hour

  For more information on our benefits offerings, visit our website.

  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 click this link and join our Talent Community to stay connected to future opportunities with the ASPCA.

  Qualifications:

  See above for qualifications details.

  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.

  Applicants that are residents of Colorado: Per CO Senate Bill 23-058, 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 in the initial interview. We are permitted to require/request additional application materials; if those materials contain any age-related information, an applicant may redact the information before submitting an initial employment application.

  Qualifications:

  See above for qualifications details.

  Language:

  English (Required), Spanish

  Education and Work Experience:

• About the company

  The American Society for the Prevention of Cruelty to Animals is a non-profit organization dedicated to preventing cruelty to animals.

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