Admissions Coordinator

Job Description

JOB DESCRIPTION

JOB TITLE: Admissions Coordinator

DEPARTMENT: Shelter Operations

REPORTS TO: Shelter Operations Manager

SUPERVISES: N/A

CLASSIFICATION: Non-exempt, Full-Time, Hourly

EFFECTIVE DATE: 2/11/2026

SUMMARY: The Admissions Coordinator is responsible for managing the intake and transfer of cats into Tree House Humane Society, ensuring a smooth, efficient, and positive experience for both animals and clients. This role serves as a primary point of contact for internal and external stakeholders, providing professional, compassionate, and solution-oriented customer service at all times. In addition to coordinating complex workflows and maintaining accurate records, the Admissions Coordinator guides volunteers and staff supporting intake processes, helping ensure consistent and high-quality experiences for everyone who interacts with the shelter.

DUTIES AND RESPONSIBILITIES:

Shelter Services & Client Relations:

Serve as a professional, welcoming, and knowledgeable point of contact for internal and external clients.

Manage and triage emails, phone calls, and appointment scheduling, ensuring timely responses and comprehensive support.

Facilitate front-desk transactions, including cash and credit processing, maintaining accurate records and reconciliation.

Greet and support all visitors to the shelter in a professional and friendly manner.

Listen to and assess client needs, provide guidance on intake, adoption, and shelter services.

Resolve questions, concerns, or conflicts with tact, empathy, and in accordance with organizational policies.

Provide educational information about Tree House programs and services to clients, partners, and the public.

Maintain accurate data and generate reports using shelter software, ensuring reliable information for leadership and operational planning.

Provide administrative support to the department as needed, including task oversight, opening/closing procedures, and interdepartmental coordination.

Animal Intake & Transfer Coordination:

Coordinate the intake process for cats from the public and transfer partners, including scheduling and in-person assessments.

Make intake decisions aligned with organizational resources, capacity, medical needs, behavior assessments, and intake criteria.

Prioritize intakes strategically based on local community needs and shelter goals.

Maintain relationships with regional transfer partners to support intake flow and alleviate overcrowding.

Conduct preliminary behavior and medical assessments, collaborating with medical and foster teams to determine the appropriate pathway for each cat.

Coordinate transportation logistics, including use of organizational vehicles and volunteers, following Transport Best Practices.

Ensure intake records, photos, and videos are accurate and up to date.

Participate in population management activities, including daily shelter rounds and planning for efficient animal flow.

Staff & Volunteer Support:

Provide guidance and support to volunteers and new staff assisting with intake processes.

Collaborate with other shelter departments to ensure intake processes support operational capacity and organizational priorities.

Assist with training and onboarding for intake-related workflows, without formal supervisory responsibility.

Additional Responsibilities:

Attend staff meetings, trainings, and professional development sessions as required.

Support shelter operations with special projects and ad hoc tasks as assigned.

Model and enforce safety protocols, addressing concerns promptly to maintain a secure work environment.

Represent Tree House professionally in all interactions, supporting the organization’s mission and values.

SUPERVISORY RESPONSIBILITIES:

Provides guidance and training to volunteers and new staff involved in intake processes.

Does not have formal supervisory authority over staff, performance management responsibilities, or organizational-wide decision-making.

QUALIFICATIONS:

High school diploma or equivalent required; additional relevant education preferred.

2+ years of experience in animal welfare, shelter operations, or a high-volume, client-facing environment, with increasing responsibility.

Experience assessing cat behavior and stress signals and performing safe handling of fearful, fractious, or stressed cats. Fear Free Certification or experience preferred.

Working knowledge of common feline medical conditions and intake/triage considerations.

Strong organizational, time management, and problem-solving skills; able to prioritize multiple tasks and make operational decisions within established guidelines.

Excellent interpersonal, communication, and conflict-resolution skills, including handling emotionally charged client interactions professionally.

Experience with data entry, reporting, and administrative processes, maintaining accurate records for intake and intake-related workflows.

Ability to collaborate effectively across medical, behavior, foster, and adoption.

Valid driver’s license and ability to operate organizational vehicles as needed.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

Ability to lift up to 40 lbs and perform physical tasks related to animal care, including handling cats and cleaning enclosures.

May require standing or walking for extended periods.

Exposure to animals, animal waste, cleaning chemicals, and noise typical of a shelter environment.

Work may involve interacting with clients in high-stress or emotionally sensitive situations.

COMPETENCIES:

Attendance & Dependability - Is consistently at work and on time. Follows instructions and responds to management direction. Provides consistent, timely, high-quality work. Follows through on commitments. Uses time efficiently. Takes responsibility for own actions.

Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Goes beyond basic service expectations to help customers. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.

Diversity - Enthusiastically works with all employees, regardless of race, gender, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and sensitivity to cultural and individual values.

Ethics - Respects and maintains confidentiality. Tells truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.

Teamwork - Listens and responds constructively to others' views. Gives and welcomes feedback. Provides assistance to others when they need it. Shares expertise. Acknowledges others' effort and contribution. Puts success of team above own interests. Creates a positive work environment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Tree House Humane Society is an equal opportunity employer and seeks to employ qualified individuals based on individual merit. Tree House Humane Society does not discriminate against any individual with respect to the terms and conditions of employment based on that individual’s race, sex, age, religion, color, national origin, disability, genetic information, marital status, veteran status, sexual orientation, gender identity or expression, housing status, or any other non-merit factor protected under state, local or federal laws. Equal Employment Opportunity applies to all personnel actions such as recruiting, hiring, compensation, benefits, promotions, training, transfer, termination, and opportunities for training. Tree House Humane Society is committed to a fair and equitable workplace where everyone is a respected and valued member of the team.

Typical schedule

Monday - Friday 8:00am to 4:00pm or 10:00am to 6:00pm

Some weekends required based on operational need

Full-time