Careers
Current Openings
Job Title: Programs Coordinator
Location: One Tail at a Time PDX Adoption Center
Reports to: Executive Director
Job type: Part-time hourly, starting at 20 hours/week with potential to grow
Compensation: $27/hour
About Us: One Tail at a Time PDX (OTAT PDX) is dedicated to improving the lives of companion animals by providing humane, individualized care and a chance to know the comforts of a loving home through advocacy, education, and support of those in need. We welcome dogs from overcrowded shelters and place them with fosters before matching them with adopters. Our work is built on collaboration, compassion, and a shared dedication to our cause.
Position Summary: The Programs Coordinator plays a critical role in the operations of our Rescue & Adoption Programs, particularly at our Adoption Center, ensuring a safe and welcoming environment for our animals, guests, and volunteers. This position will coordinate the operations within the center, on weekends to begin, including foster and adoption placement, volunteer management, dog care, and guest services. They will work closely with other staff and volunteers to ensure the center is running efficiently, with the ultimate goal of finding loving homes for our animals and providing support to our community of fosters, volunteers, adopters and guests.
Duties and Responsibilities
Responsibilities include but are not limited to:
Operational Support:
● Assist with animal movement logistics and animal care, including coordinating pickups, transports, volunteers, and handoffs as needed.
● Assist in coordinating and monitoring schedules for volunteers and adoption introductions.
● Support on-site operations or intake days when additional coverage is required.
● Fill in at the adoption center as needed during times of high census or low staffing.
● Adhere to all organizational protocols related to animal health, safety and sanitation.
● Supervise the weekend operations of the Adoption Center, ensuring all tasks are completed efficiently during open hours.
● Train, guide, and support volunteers and guests on-site.
● Maintain a clean, safe, and organized environment for animals, volunteers, and visitors at all times.
● Cross-train in all program areas, including adoption and fostering processes, to provide flexibility as needed.
● Help to manage inventory of supplies and merchandise, ensuring adequate stock levels of cleaning products and center essentials.
● Oversee donation management and ensure proper handling of in-kind contributions.
● Work with team members to ensure the center is utilized in ways that align with our mission and goals.
● Attend weekly meetings as assigned.
● Other duties as assigned.
Rescue & Adoption Program Support
● Match animals with appropriate foster and adoptive homes based on capacity, experience and animal needs.
● Provide fosters and adopters with necessary information, resources and expectations at the time of placement.
● Maintain ongoing communication with fosters and adopters, escalating concerns or support needs as appropriate.
● Support re-matching or pathway adjustments when foster or adoptive placements are not successful.
● Assist in creating and posting content of animals available for adoption to the website, social media, and in print materials to help with their adoption placements and general marketing of our volunteer, rescue and adoption programs.
Animal Care Duties
▪ Monitor animal health and behavior and address concerns with expediency.
▪ Provide fear-free handling, safe management, and appropriate animal restraint as directed.
▪ Work on site when needed providing care for dogs at the Adoption Center and managing volunteers during caretaking shifts, including feeding, cleaning, medicating, laundry, and general facility cleaning tasks.
▪ Work with volunteers to add enrichment activities for each dog during their stay to help manage stress levels.
▪ Cleaning, disinfecting, and prepping animal housing areas according to established guidelines.
▪ Ensure kennel cards are properly filled out and medical and behavioral info on dogs is noted for all volunteers.
▪ Maintain excellent record keeping on each animal up to date including behavioral and medical memos, documentation and communication.
▪ Ensure ShelterLuv disclaimers and memos up to date for any pets on site, including spay/neuter info.
Placement Execution & Matchmaking
● Act as case manager for assigned OTAT PDX animals, coordinating foster and adoption placements, ensuring timely and appropriate matches based on animal needs and household fit.
● Guide placement decisions using behavior, medical, and lifestyle considerations.
● Move animals proactively through placement pathways, prioritizing those with longer lengths of stay or higher needs.
● Maintain a clear understanding of animals within your caseload, including their status, needs and readiness.
Inquiry Management & Communication
● Respond promptly and professionally to all assigned foster and adoption inquiries via email, phone and other communication channels.
● Provide accurate, thorough information about animals, including medical and behavioral considerations.
● Guide potential adopters and fosters through the placement process, setting clear expectations and providing support.
● Ensure consistent, timely follow-up to prevent delays in placement.
Facility Management Duties
▪ Work collaboratively to ensure adoption program success and animal care best practices.
▪ Follow opening and closing procedures and maintain records to ensure accurate cash, credit, and check handling; secure any monies and valuable equipment in lockbox.
▪ Ensure general upkeep of the AC, including daily cleaning tasks and weekly deep clean, according to established protocols.
Animal Status Tracking & Documentation
● Maintain accurate, up-to-date notes on all animals, including placement status, behavior updates and medical considerations.
● Ensure all records are complete and reflect the most current information to support safe and informed placements.
● Track key movement milestones and flag animals who are stalled in the system.
Cross-Functional Coordination
● Collaborate with Rescue, Medical, and Adoption teams to understand incoming animals and prioritize placement needs.
● Communicate regularly with other staff and volunteers to ensure accurate representation of each animal.
● Participate in team discussions around pathway planning, long-stay animals and placement strategy.
Volunteer & Guest Care
● Deliver a high-quality, compassionate and responsive experience for adopters, fosters and volunteers.
● Ensure all placements include appropriate counseling on animal needs to set both the animal and placement up for success.
● Identify and communicate trends or challenges in foster and adopter interactions to leadership.
● Directly engage with visitors, facilitating adoption introductions, and addressing any concerns or questions about the process.
● Offer guidance on animal care and behavior promoting humane and positive, science-based approaches.
● Maintain and implement boundaries and expectations with guests, ensuring respectful and professional interactions.
● Coordinate volunteer sign-ups and promote adoptions.
Team Collaboration & Support
● Uphold a collaborative, positive, and solution-oriented approach in all interactions with staff, volunteers and guests.
● Ensure that the Adoption Center is a reflection of the OTAT PDX mission and values at all times.
Core Competencies
● Communication and responsiveness
● Organization and time management
● Critical thinking and problem solving
● Emotional intelligence and empathy
● Adaptability in a fast-paced environment
● Self-starter
● Team collaboration
Qualifications
● 1–3 years of experience in animal welfare, customer service, or a related field preferred.
● Strong communication and interpersonal skills, with the ability to build trust quickly.
● Ability to manage a high-volume workload with competing priorities.
● Basic understanding of animal behavior and medical considerations, or willingness to learn.
● Experience with data entry and database systems (e.g., Shelterluv) preferred.
● Highly organized with strong attention to detail.
● Thrive in dynamic, fast-paced environments and excel in managing multiple priorities.
● Demonstrate strong organizational and time-management skills.
● Have experience in volunteer coordination and/or with diverse groups.
● Are compassionate, patient, and able to handle high-stress situations with integrity, calmness and professionalism.
To apply:
Please email your resume and cover letter, along with 3 professional references, to admin@otatpdx.org.
If you might be interested in getting involved on a volunteer basis, you can sign-up to volunteer here.