Volunteer and Operations Manager

Job Description

Job Description

Description:

The Volunteer & Operations Manager plays a critical leadership role in ensuring the effective daily operations of the Wildlife Center through comprehensive oversight of the volunteer program, administrative coordination, training program, enrichment and education support, and organizational development. This role serves as the main liaison between staff, volunteers, and external stakeholders, fostering a collaborative and efficient environment that supports animal care, education, and community engagement.

Principal Responsibilities

• Oversee all aspects of the volunteer lifecycle including recruitment, interviewing, onboarding, scheduling, attendance tracking, performance management, and continuing education
• Manage community service volunteers, single day service groups, and special project volunteers
• Maintain and update volunteer training materials, enrichment binders, daily care forms, and training logs
• Supervise and support Wildlife Center Customer Care staff, providing direct oversight, guidance, and performance management to ensure exceptional visitor experience and operational efficiency
• Organize and lead volunteer meetings and continuing education opportunities
• Publish and update weekly and monthly volunteer newsletters
• Serve as project manager and lead trainer for the seasonal Volunteer Bootcamp and Nursery programs
• Oversee training for Animal Care, Quality Care, and Nursery departments
• Provide cross-departmental training and support to staff and volunteers in animal care protocols and enrichment
• Coordinate with the Marketing Department by submitting photos, stories, volunteer highlights, and educational content generated through volunteer programs, events, and enrichment activities for use in newsletters, social media, and public outreach.
• Ensure all documentation and standard operating procedures (SOPs) are up-to-date and effectively communicated
• Manage daily agendas and coordination with staff and internship program
• Maintain and analyze volunteer records and data collection for impact assessment and reporting
• Assist with inventory control, including the management of the Tool Shed and other departmental resources
• Collaborate on budgeting and operational planning related to volunteer programs and training
• Act as liaison to the JAC Wildlife Rehabilitation Center Subcommittee, sharing program updates and initiatives
• Plan and support internal and external events, including volunteer recognition events, seasonal fundraisers like Baby Shower and Fill A Nest
• Generate and evaluate ideas and procedures to improve operational efficiency and volunteer satisfaction

Work Environment

The Volunteer & Operations Manager primarily operates in a combination of office, clinical, and outdoor settings at the Humane Animal Rescue of Pittsburgh’s Wildlife Center. The role requires regular collaboration with staff, interns, and volunteers in both administrative and animal care environments. This position involves occasional direct contact with a variety of native wildlife species, including exposure to loud noises, strong odors, and potential allergens. The work environment can be fast-paced and emotionally demanding, particularly during peak wildlife seasons. The Manager must be comfortable working in all weather conditions (heat, cold, rain, and snow) and transitioning between indoor administrative tasks and outdoor operational needs as required. A high degree of professionalism, adaptability, and adherence to safety protocols is essential.

This position requires occasional travel between organizational locations and to off-site events. A valid driver’s license and reliable transportation are required. Mileage reimbursement is provided for personal vehicle use, and the employee may be placed on the organization's insurance to operate company vehicles.

Physical Demands

This role requires a moderate level of physical activity and mobility. Duties may involve standing or walking for extended periods, bending, lifting, and carrying supplies or equipment weighing up to 50 pounds. Occasional assistance in animal care settings may involve handling or restraining wildlife under supervision. The position also includes frequent use of computers, phones, and other office equipment. Strong organizational and time-management skills are necessary, as is the ability to manage multiple tasks in a sometimes noisy, dynamic, and emotionally charged environment. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Qualifications

• 2 years of experience in volunteer coordination, nonprofit operations, or management (preferably in animal care, education, or environmental sectors)
• Excellent organizational and leadership skills
• Strong interpersonal communication and training/facilitation abilities
• Proficiency in data tracking, newsletter editing, and administrative systems
• Ability to multitask and lead both people and projects in a dynamic, mission-driven environment
• Knowledge of community outreach and volunteer engagement best practices.
• Experience in wildlife rehabilitation, education, or animal care operations (preferred)
• Familiarity with standard animal care protocols and enrichment programs (preferred)