Tri-Lakes Humane Society

Fundraising and Volunteer Coordinator

Vision: TLHS’s work is informed by its commitment to provide the animals it serves with the five
freedoms central to today’s standards for shelter medicine practices:
1. Freedom from Hunger and Thirst
2. Freedom from Discomfort
3. Freedom from Pain, Injury, or Disease
4. Freedom to express normal Behavior
5. Freedom from Fear and Distress

With this context, staff endeavor to work in an effective and efficient manner to provide outstanding care for the animals, matching them up with suitable and loving “forever homes” as quickly as possible.The TLHS recognizes happiness and growth opportunities are critical to job satisfaction. The TLHS aims to provide a pleasurable work environment rich in practical learning and teamwork.

Overview: The Fundraising and Volunteer Coordinator will work with the TLHS staff and board to help move the organization forward, embracing and adopting current best practices in the field of Shelter Veterinary Medicine and Care per the April 2018 Maddie’s Program/Cornell report. Key responsibilities involve developing and implementing fundraising campaigns, managing a donor database, preparing reports and coordinating volunteers.

Reporting: Reports to the Board of Directors.

Responsibilities:
Customer Service
o Reply promptly to all inquiries, concerns and complaints. Acknowledge emails within 24
hours
o Ensure all visitors are greeted upon arrival and treated respectfully. Answer shelter
phone as needed.
o Responsible for all ” thank yous” as needed to donors, including Pay Pal donors. Direct /delegate staff (and manager) to assist as appropriate.

Campaign and Event Management-Fundraising
o Work with fundraising committee to plan, organize, market and execute fundraising
both in-person and virtually. Create, implement and manage annual appeal campaign according to agreed timeline.
o Develop a working calendar of fundraising events with the committee. Keep digital files including excel worksheets and word documents on all fundraising activities
o Assist with development of new revenue streams including enhancing the endowment fund and marketing legacy gifts
o Identify, cultivate and maintain relationships with new and existing donors and corporate sponsors.
o Prepare and present regular reports ondonor activity, campaign performance and fundraising goals to Board of Directors

Human Resources
o Advertise for and accept applications for open positions working with Shelter Manager
o Interview potential candidates and make recommendations for hiring with shelter manager.
o Develop and conduct periodic performance reviews of staff with Shelter Manager.
o Track staff hours, including compensated absences and overtime and send to bookkeeper
o Assist BOD in Policy and Procedure development and updates; enforce shelter policies
o Ensure all employee practices meet the applicable NYS requirements
o Ensure a clean working environment, including the staff break room on the second floor
o Ensure staff eat lunch and snacks in the break room.

Grant Writing and Research
o Research and identify grant opportunities, e.g. PetSmart Charities from a variety of
sources (government, private foundations, and corporations).
o Assist in the preparation of grant proposals and other necessary fundraising documents. Assure grant management and compliance once secured.
o Develop and maintain a calendar for grant submissions and reporting requirements
o Work with the Board and Shelter Manager, craft the “ask”, gather the pertinent data, etc. and draft the application

Volunteer Recruitment and Coordination
o Recruitment of volunteers, train volunteers and make sure that new volunteers fill out appropriate waivers, etc. Revamp volunteer program. Manage the volunteer program
o Match and schedule volunteers to specific tasks as needed, e.g. dog walking, yard and trail work, fundraising and adoption events etc. Animal care volunteers will be trained by Shelter Manager
o Maintain volunteer list and send alerts to members as needed.

Database Management
o Manage and Maintain an integrated database of donors, adopters and volunteers.
Monitor shelter visitors. Assure efficiency and accuracy of donor list. Ensure all gift
acknowledgements and records are up to date.

Website and Social Media
o Ensure a current and accurate website, including photos and descriptions of adoptable animals
o Market and communicate fundraisers/promotions and events using press releases, website and social media platforms in a timely manner.
o Maintain social media including Facebook, Tik Tok and Instagram to increase awareness, fundraise and build an online presence

Communications
o Develop and distribute an online newsletter
o Email all donors and volunteers as needed. Keep database current and accurate
o Develop and maintain quarterly Comstock reports
o Develop and distribute monthly director report to the BOD at least 2 days prior to the monthly board meeting

Animal Care
o Assist as needed with direct animal care needs

Qualifications
- Bachelor’s degree and/or 5 years of relevant experience
- Excellent interpersonal and communication skills both written and verbal
- Expertise in modeling and facilitating productive communication
- High degree of skill engaging and relating to the public
- Ability to work in an emotionally taxing field-a positive attitude and sense of humor are essential
- Strong time management and organizational skills
- Profiency with fundraising databases and other relevant software
- Strong understanding of fundraising best practices and compliance regulations
- Working knowledge of Microsoft Word and Excel
- Working knowledge of social media platforms

*Expectations 40 hours a week on-site unless at a fundraising event or with prior board
approval*