Project Management and Administrative Support (50%) 

• Serve as NTSI project manager by coordinating project initiation and planning, facilitating project execution, and project monitoring. 

• Work with team members to understand their operational needs thoroughly, in context, emphasizing listening before solutioning.  

• Manage program data, including ongoing data analysis, and tracking progress toward department goals. 

• Identify, mitigate, and communicate potential risks and challenges that may impact project success.  

• Cultivate an understanding of project management tools and tactics that best fit specific use-cases and spread awareness about how to use in-house digital tools to support best practices.  

• Collaborate with internal stakeholders across departments, vendors, and subject matter experts to create and execute project plans and schedules. 

• Arrange all logistics for the team’s remote and in-person meetings including taking clear and relevant notes, and following-up post-meeting, to drive decisions, define next actions, and accomplish NTSI’s goals. Receive and review feedback from NTSI consultants related to current program operations; identify opportunities for improvement and manage logistics of those changes to improve efficiency. 

• Organize and maintain Box folders and documents ensuring that materials for the department are current, organized, and easily accessible. 

• Help coordinate NTSI staff calendars and liaise with internal and external teams to plan and schedule their participation in meetings, events, learning sessions, and travel. 

• Monitor and manage communications received via the team’s shared email inbox. 

• Assist team with on-site shelter visits as requested by the supervisor. 

• Purchase and track inventory for team apparel, swag and other supplies. 

Grant & Scholarship Management (25%) 

• Oversee and manage administration of distributing nearly $1 million in grant funding annually including processing grant applications and reports, monitoring granting budget, and working directly with the Grants team 

• Manage conference sponsorships and scholarships, collecting and sharing required information with Accounts Payable, and coordinating swag and staffing booths  

• Support NTSI’s Learning Opportunities area of focus, including strategizing our presence and messaging, further developing our relationships with conference organizers, and coordinating with other ASPCA departments who may be attending  

Budget & Reporting (25%) 

• Provide budget planning and management support, tracking and reporting to inform leadership while working in conjunction with NTSI’s Senior Director and Finance to ensure appropriate allocation and use of department funds. 

• Work with the Finance and Grants teams to process NTSI-related payment requests, expense classification, and grant tracking. Collaborate with VP, Shelter Services, NTSI Senior Director, Finance, Grants and Philanthropy departments to complete a high-level yearly report, detailed spreadsheet and supporting narrative for program grantor.  Research, prepare, and maintain materials to be utilized for reports, presentations, communication with the team, partners and stakeholders, and other assigned projects. Maintain NTSI databases and accounts, including monitoring new technologies and apps in-use at the ASPCA, learning them and guiding the team in implementation for maximum efficiency/effectiveness. 

• Oversee and manage Shelter Animals Count coalition and data. 

Education & Experience: 

• High school diploma required 

• Minimum of 5 years of work experience in operations, administration or similar positions with a minimum of 3 years working in project or program management required 

• Minimum of 2 years working in animal sheltering required 

• Proficient in MS Office including Excel, Word, and PowerPoint required 

• Proficient in Airtable or similar platform required 

• Experience with budget planning and management required 

• Experience with shelter software programs and shelter statistics required 

• Project Management Professional Certification a plus 

• Certified Animal Welfare Administrator a plus 

Skills Requirements: 

• Strong relationship builder with keen ability to build rapport and authentic, trusting relationships across the organization and externally  

• Strong team player combined with the ability to self-manage and work independently 

• Highly motivated self-starter who can provide strategic thought leadership and lead projects with limited guidance   

• Ability to anticipate needs 

• Can accept and implement input from multiple colleagues and in a variety of scenarios, including in-the-moment problem solving. 

• Identifies and implements new approaches to improve systems and efficiencies 

• Helps create connections between people, ideas, and plans 

• Excellent time management skills  

• Must possess excellent interpersonal, written, and verbal communication skills 

• Must be detail oriented 

• Approaches tasks with a "can-do" attitude 

Exemplifies the ASPCA’s Core Values: 

• Has Commitment and dedication to improving the lives of animals 

• Demonstrates Ownership and feels responsible for outcomes 

• Believes in Team – that we are stronger together 

• Seeks to Elevate others and reimagine what is possible 

• Focuses on Impact, specifically making change for animals 

Additional Information: 

• Ability and willingness to travel up to 25% of the time as needed 

• Candidates must provide a valid driver’s license upon hire and pass a motor vehicle history check demonstrating a safe driving history. 

• Must occasionally lift and move up to 35 pounds 

• Must be able to work in a remote office