Intake Support Specialist

Job Description

Job Description

The Intake Support Specialist manages key animal intake and community service functions for Ruff Start Rescue, ensuring efficient, compassionate, and mission-driven intake operations. This role provides administrative support for the manager overseeing out-of-state partnerships, owner surrender and stray intake processes, transport arrival operations, intake administration, and community support initiatives, ensuring animals and pet owners receive timely, coordinated assistance.

The Intake Support Specialist provides leadership to volunteer teams supporting transport coordination, intake administration, surrender and stray communications, and out-of-state transport on-site coordination. Working closely with the Intake Manager, this position helps balance intake opportunities with organizational capacity, strengthens operational processes, and ensures compliance with organizational standards and animal welfare best practices.

As a primary on-site resource at the Princeton facility, this role oversees transport arrival operations, supports public intake interactions, assists with distributing community resources, and ensures a positive experience for community members, volunteers, rescue partners, and staff.

Availability

Full-time, exempt position. Typical schedule is approximately 40 hours per week, with flexibility to work additional hours as needed to meet business and organizational needs. This role is primarily on-site in Princeton, MN. Flexibility is required based on transport schedules, including evenings and weekends as needed. Daily emailing and/or phone communication is required.

This Position Oversees

• On-site transport operations and arrival coordination

• Provide operational support for out-of-state transport partner relationships.

• Intake administration and documentation processes

• Community support and resource distribution efforts

• Volunteers managing owner surrender and stray application communication

Essential Job Functions

Owner Surrender, Stray Intake & Community Support

• Oversee owner surrender, stray intake, TNR, and community support functions, ensuring compassionate, consistent service and alignment with organizational priorities.

• Review complex or urgent intake requests and assist with intake decision-making.

• Provide guidance and support to community members regarding surrender options, reunification, available resources, and pet retention whenever appropriate.

• Coordinate distribution of community resources, including pet supplies, food, and referrals to support families and improve outcomes for animals.

• Lead on-site owner surrender appointments and intake interactions.

• Conduct temperament assessments for incoming animals as needed.

Animal Intake & Transport Operations

• Prepare transport vans, the transport room, and intake areas for departures and arrivals by ensuring vehicles and facilities are clean, stocked, organized, fueled, and equipped with necessary supplies.

• Assist with transport planning and on-site operations, including facility readiness, scheduling support, volunteer coordination, unloading animals, organizing carriers, and facilitating an efficient intake process.

• Print, organize, and maintain transport paperwork, intake records, medical documentation, and regulatory requirements, ensuring all documentation is complete, accurate, and compliant.

• Restock transport and intake supplies, maintain transport vehicles and equipment, and complete post-transport cleanup and facility reset to ensure readiness for future transports.

Volunteer Leadership & Program Administration (20–30%)

• Provide leadership, training, and ongoing support to volunteers assisting with transport operations, intake administration, and community support services.

• Partner with the Office & Volunteer Manager to ensure a welcoming, professional experience for visitors and community members at the Princeton facility.

• Oversee intake communication systems, ensuring timely responses and effective coordination across volunteers, staff, and partners.

• Maintain accurate records, program documentation, and reporting to support operational effectiveness and compliance.

• Communicate regularly with the Intake Manager regarding intake capacity, operational trends, and program recommendations.

• Identify and implement process improvements that enhance efficiency, organization, and service delivery.

• Maintain professionalism while assisting in the resolution of issues involving volunteers, rescue partners, and members of the public.

• Other duties as assigned

Qualifications

• At least one year of experience with animal sheltering, rescue organizations, or veterinary medicine.

• Customer service experience preferred.

• Knowledge of animal breeds, behavior, body language, and safe handling practices.

• Ability to track program metrics, identify trends, and recommend operational improvements.

• Experience using Gmail, Google Drive, and Facebook; social media experience preferred.

• Strong organizational, communication, and problem-solving skills.

• Positive, collaborative, and service-oriented attitude.

• Ability to build relationships with volunteers, community members, rescue partners, and staff while effectively communicating Ruff Start Rescue policies and procedures.

Physical Demands

The physical requirements listed here are representative of those that an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The position involves sitting for extended periods of time while working at a computer terminal. Employee must be able to communicate effectively in a typical office environment with a standard level of office noise. Occasional standing, bending, walking and lifting (30 lbs) is also required.

• Employee will be required to be a part of animal transport, which will expose the employee to animals (primarily dogs/cats), dirt, dust, uneven surfaces, and outdoor weather conditions. Noise will typically be moderate.

Personal Characteristics:

• Compassionate & Empathetic - Demonstrates deep care for both people and animals.

• Community-Oriented - Passionate about creating positive, lasting impact within the local community

• Resourceful & Solutions-Focused - Skilled at problem-solving and thinking creatively to find practical solutions, especially when faced with limited resources or urgent situations.

• Strong Communicator - Clear, patient, and confident when communicating in person, over the phone, and in writing.

• Organized & Detail-Oriented Manages multiple programs and tasks with accuracy and efficiency. Keeps track of interactions, program data, and follow-ups in a timely and professional manner.

• Conflict-Resilient & Diplomatic - Maintains professionalism and calm under pressure, particularly in emotionally tense situations involving surrender, complaints, or unmet expectations.

• Culturally Competent & Inclusive - Understands and respects diverse perspectives, experiences, and challenges. Creates a welcoming environment for all individuals regardless of background.

• Adaptable & Flexible - Comfortable adjusting to changing needs, schedules, and responsibilities. Willing to jump in where needed to support animals and people alike.

• Mission-Driven & Passionate About Animal Welfare - Aligned with Ruff Start Rescue’s values and deeply committed to its mission. Views the role not just as a job, but as a meaningful way to improve lives.

Benefits:

• Health insurance is available for employees on the first of the month following 30 days. RSR will pay 50% of the employee's monthly premium.

• Retirement plan with up to a 3% employer contribution available after 90 days.

• Additional Insurance options are available after 90 days. You pay 100% premium at a discounted group rate.

• Short term disability

• Life Insurance

• Dental Insurance

• Accident Insurance

• Hospital Indemnity Insurance

• Critical Illness Insurance

• Cancer Insurance

• Vision Insurance

• PTO

• First-year 10 days

• Years 1 and 2 15 days (3 Weeks)

• Year 3 and 4 20 Days (4 Weeks)

• Year 5 and 6 25 Days (5 Weeks)

• Year 7 + 30 Days (6 Weeks)

• When an employee rolls over to a new year bracket, we prorate from their anniversary day.

• Ruff Start Rescue recognizes seven paid holidays each year. If a holiday falls on a weekend, it will be observed on the workday closest to the holiday.

• Employee Discount

• Professional Development courses cover up to $200 annually.

• Paid parental leave

Reports To: Intake Manager Salary: $38,000-$44,000

Reports To: Intake Manager

Applicants, please note: to be considered for this position, you must submit a cover letter in addition to a resume.