Intake Coordinator

Shelter Intake Coordinator

Position Summary

The Shelter Intake Coordinator serves as the first point of contact for dogs entering Carolina Boxer Rescue. This volunteer is responsible for gathering accurate information from shelters, coordinating foster placement, maintaining intake records, and ensuring all communication is documented and completed before a dog enters rescue.

This position requires excellent communication skills, strong organizational abilities, attention to detail, coordination during normal business hours is a must, and a commitment to following established rescue procedures. The Shelter Intake Coordinator plays a vital role in ensuring every dog has the placement and support needed for a successful transition into rescue.

Primary Responsibilities

Shelter Intake Coordination

• Respond promptly to new intake assignments from shelters and rescue partners
• Assist OS Intake Coordinator with owner surrenders and returns when needed
• Contact shelters, or other surrendering parties by email, phone, or text (when appropriate) to gather required information.
• Collect all necessary documentation, including:
• Dog’s name, age, gender, and current status
• Reason for surrender or urgency
• Medical history
• Spay/neuter status
• Heartworm status
• Vaccination records
• Temperament and behavior information (bite history)
• Photos and videos
• Maintain professional and compassionate communication throughout the intake process.

Record Management

• Enter all intake information into the CBR Dashboard and Intake Stats Spreadsheets.
• Notify the Directors and Area Coordinators of a new intake via Slack.
• Keep all intake records accurate and up to date throughout the process.
• Update Salesforce once a dog enters rescue.

Foster Placement

• Contact Area Coordinators for available foster homes.
• If area coordinator is unavailable or at their request, review the CBR Dashboard for available foster homes and contact appropriate foster homes using the CBR Intake email account.
• Provide complete and accurate information regarding each dog, including:
• Age
• Gender
• Medical concerns
• Heartworm status
• Spay/neuter status
• Size
• Temperament
• Known behavioral concerns
• Estimated foster duration (when applicable)
• Document dog’s name on committed foster name on the CBR Dashboard to confirm placement

Communication & Coordination

• Coordinate communication between:
• Shelters or rescue partners
• Foster homes
• Area Coordinators
• Transport Team
• Vetting Team
• Intake Team members
• Carolina Boxer Rescue Leadership
• Obtain written foster confirmation before committing to any dog.
• Send official commitment emails to shelters or rescue partners.
• Request all available medical records in writing.

Transfer Coordination

• Initiate transfer communications once placement has been secured.
• Email all required parties, including:
• Transport Team
• Shelter or Rescue Partner Contact
• Foster Home
• Foster Area Coordinator
• Vetting Team
• Rescue Director
• Include all medical records and supporting documentation with transfer communications.

Qualifications

• Excellent written communication skills
• Strong organizational and multitasking abilities
• Attention to detail
• Comfortable using email, spreadsheets, and Salesforce (training provided)
• Ability to maintain confidentiality
• Professional and compassionate communication style
• Ability to work independently while following established procedures
• Coordinate with shelters during normal business hours

Expectations

The Intake Coordinator is expected to:

• Respond to new intake assignments in a timely manner.
• Maintain accurate and complete records.
• Follow Carolina Boxer Rescue policies and procedures.
• Keep communication professional and courteous.
• Ensure all commitments are documented in writing.
• Communicate proactively with leadership regarding delays, concerns, or urgent situations.
• Represent Carolina Boxer Rescue positively with shelters, veterinarians, owners, volunteers, rescue partners, and foster families.

Reporting Structure

The Shelter Intake Coordinator reports directly to the Director/President of Carolina Boxer Rescue and works closely with other Intake coordinators, Area Coordinators, Foster Coordinators, Vetting, and the Transport Team.

What Success Looks Like

A successful Shelter Intake Coordinator consistently:

• Maintains organized and accurate records.
• Communicates promptly and professionally.
• Secures foster placements efficiently.
• Ensures smooth transfers into rescue.
• Follows established procedures without missing critical steps.
• Helps create a positive experience for shelters, rescue partners, foster families, and fellow volunteers.
• Contributes to Carolina Boxer Rescue’s mission of safely and efficiently rescuing Boxers in need.