Operations Support Specialist Position Available In Oneida, New York

Operations Support Specialist Anita’s Stevens Swan Humane Society 5664 Horatio Street, Utica, NY 13502

Schedule:

Tuesday

• Friday from 8:00am
• 5:00pm/ Saturday from 8:00am
• 4:00pm

Position Summary:

Provides vital support across administrative, operational, and community-focused functions, playing a key role in advancing the shelter’s mission of animal welfare and public outreach. Collaborate with staff, volunteers, leadership, and the public to ensure smooth daily operations and positive experiences for all who interacts with the organization.

Required Skills:

This multifaceted role requires excellent organizational and communication skills, attention to detail, and a strong commitment to supporting both the people and animals who make Anita’s Stevens Swan Humane Society. Strong attention to detail, thrives in a fast-paced environment, exceptional written communication. Proactive with the ability to anticipate needs, ability to problem solve, exceptional verbal communication, ability to work as part of a team, and the ability to work occasionally in the evenings or weekends. Additional skills required include experience and confidence with database management, organizing files and information, time management, and proficiency with Microsoft Office and other databases. Associate’s degree or higher is required. Serves as the first point of contact for visitors, donors, volunteers, and adopters, delivering warm, informative, and compassionate service in person and by phone. Professionally answers and directs incoming phone calls, provides excellent customer service, and ensures smooth communication flow. Ensure a timely response to the general phone line and info@ email. Upon request, provide drafts or proofread and edit administrative staff written communications. Assist with the Paws and Pages Reading Program. Prepare for and attend meetings when necessary to provide minutes with action items. Manage filing systems and office supplies. Prepare municipal contracts and billing. Schedules appointments, coordinates communications, and maintains accurate and organized digital and physical records. Provides daily administrative support to the Executive Director and Shelter Manager, assisting with scheduling, project coordination, and operational tasks. Assists with donor development activities, including database management, donation tracking, thank-you letters, mailings, and donor engagement efforts. Conducts donor research to help identify potential supporters, understand donor history, and support cultivation strategies for fundraising. Drafts professional correspondence and emails for internal communications, donor outreach, and event planning. Supports the planning and execution of events by managing logistics, RSVPs, scheduling, material preparation, on-site coordination, and marketing efforts. Assists with the animal adoption process, including coordinating meet-and-greets, guiding prospective adopters, and reviewing adoption applications. Purchases office and shelter supplies, maintains inventory, and ensures supply areas are stocked and well-organized. Takes on additional projects and responsibilities as assigned, showing initiative, flexibility, and a collaborative spirit. Acts as a champion for the Humane Society’s mission—promoting animal welfare, representing the shelter positively in the community, and advocating for adoption and responsible pet ownership. Carry out other duties as assigned by Management.

Job Type:

Full-time Pay:

Up to $60,000.00 per year

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Schedule:

8 hour shift

Work Location:

In person