Shelter and Volunteer Coordinator

Location: Hybrid
Job Type: Full-time
Salary Range: $64,000 – $66,500 annually
Reports To: Director of Community Programs

About Flatbush Cats

Flatbush Cats is a 501(c)(3) nonprofit working to keep more pets with their families by expanding access to veterinary care. At the heart of our work is Flatbush Veterinary Clinic, a high-volume nonprofit clinic serving low-income pet owners, rescue organizations, and Trap-Neuter-Return (TNR) volunteers throughout Brooklyn. 

The Holding Space, located within Flatbush Vet, is a critical operational hub where rescued cats are stabilized and prepared for their next placement. As the organization scales, this space requires not only daily oversight, but strong systems, clear protocols, and consistent decision-making to ensure safe, efficient, and humane operations.

About the Position 

The Shelter and Volunteer Coordinator oversees the day-to-day operations of the Holding Space, ensuring animals move through care efficiently, volunteers are effectively coordinated, and facility workflows support organizational goals. Serving as the central point of coordination across shelter operations, volunteers, and clinical partners, this role exercises independent judgment to prioritize care, resolve operational challenges, and manage multiple concurrent workflows.

The Coordinator is responsible for maintaining and continuously improving the operational systems that govern animal flow, volunteer coordination, and facility readiness. This includes ensuring protocols are followed, identifying opportunities to improve efficiency, and implementing process improvements that enhance both animal outcomes and team effectiveness.

Key Responsibilities

Shelter Operations & Animal Flow Management

  • Own the operational workflow of the Holding Space, ensuring all cats move through intake, care, and exit pathways efficiently and appropriately

  • Monitor and evaluate animal status (medical and behavioral), making informed decisions on next steps and escalating when necessary

  • Coordinate with veterinary and rescue teams to align on care plans, timing, and prioritization

  • Identify bottlenecks or risks in animal flow and implement adjustments to improve throughput and outcomes

Volunteer Program Ownership & Coordination

  • Own the structure, scheduling, and effectiveness of the Holding Space volunteer program

  • Determine volunteer coverage needs and independently adjust schedules and assignments to ensure safe and consistent operations

  • Provide onboarding, training, and ongoing guidance to volunteers, reinforcing protocols and standards of care

  • Address real-time challenges (coverage gaps, performance issues, interpersonal dynamics) using judgment and discretion

  • Establish and maintain clear communication systems to ensure alignment across volunteers and staff

Systems & Process Development

  • Design, document, and continuously improve operational processes and protocols for the Holding Space

  • Maintain and evolve a library of standard operating procedures (SOPs) to support consistency and scalability

  • Identify inefficiencies or risks in current workflows and implement solutions to improve reliability and ease of execution

  • Collaborate cross-functionally to align Holding Space operations with broader rescue, foster, and clinic workflows

Foster & Placement Coordination

  • Ensure all animals are progressing appropriately through their assigned pathway (foster, rescue, or return)

  • Coordinate across teams to align on timing, readiness, and logistics for placement

  • Monitor timelines and proactively intervene when delays or gaps arise

  • Oversee communication tools (e.g. weekly bulletins) to support timely placement and visibility of available animals

Facilities & Operational Readiness

  • Oversee the organization, readiness, and functionality of the Holding Space environment

  • Ensure supplies, equipment, and materials are maintained and available as needed

  • Establish systems for inventory tracking, ordering, and replenishment

  • Maintain standards for cleanliness, safety, and usability through structured processes and volunteer coordination

Transport & Clinic Coordination

  • Coordinate logistics for clinic transport days, ensuring alignment across teams and readiness of animals and materials

  • Confirm schedules, organize required supplies, and oversee execution of transport processes

  • Identify opportunities to streamline coordination and improve reliability of transport workflows

Compliance & Program Improvement

  • Stay informed on applicable standards and ensure operations align with organizational and regulatory expectations

  • Evaluate current practices and implement improvements to strengthen care quality, efficiency, and volunteer experience

  • Contribute to the ongoing development of the Holding Space as a scalable, well-structured program

General Responsibilities

  • Serve as a central operational point of contact for Holding Space activities

  • Prioritize and manage multiple concurrent workflows with minimal oversight

  • Exercise sound judgment in determining when to act independently vs. escalate

  • Support broader Rescue Operations efforts as needed

Experience & Qualifications

  • Experience working with cats in a shelter, rescue, or TNR environment

  • Strong organizational and time management skills, with the ability to manage competing priorities

  • Demonstrated ability to work independently and make decisions in dynamic environments

  • Experience coordinating people, schedules, or workflows

  • Comfort learning and using digital tools (Google Workspace, Slack, etc.)

  • Physically able to perform required duties (lifting, cleaning, movement within space)

Who You Are

  • Systems-minded and proactive; you notice inefficiencies and take initiative to improve them

  • Calm and solutions-oriented under pressure

  • Confident making decisions and taking ownership of outcomes

  • Clear and professional communicator

  • Committed to maintaining high standards of care and accountability

  • Passionate about animal welfare and the Flatbush Cats mission

Schedule 

  • This role follows a consistent 5-day work week, with the specific schedule set in advance based on operational needs. The schedule will include some weekends, early mornings, and occasional evenings.

Benefits

  • Comprehensive medical, dental, and vision insurance with 100% employer-paid premiums

  • Health Reimbursement Arrangement (HRA) fully funded to cover the plan deductible, with funding levels based on coverage tier (employee-only, employee + spouse, or family)

  • Flexible Spending Account (FSA) with optional employee enrollment

    • $500 annual employer contribution to the FSA, provided regardless of enrollment, plus an additional employer match of up to $500 for employees who enroll

  • 401(k) retirement plan with employer match: 100% match on the first 3% of contributions, plus 50% match on contributions up to 5%

  • 3 weeks paid time off (accrual basis) 

  • 5 days paid sick time (accrual basis) 

  • 8 paid holidays 

  • A collaborative, mission-driven team, plus unlimited cats