Admissions Coordinator

Location

Patty Baker Humane Society Naples Main Shelter

Type

Full Time

Responsive recruiter
Patty Baker Humane Society Naples (PBHSN), Southwest Florida's state-of-the-art no-kill shelter, is seeking candidates for the position of Admissions Coordinator. The Admissions Coordinator is responsible for coordinating the intake of adoptable pets through owner surrenders, owner returns, and transfers from partner shelters and rescues, as well as related transport services between shelter partners. The role works within the organization's capacity for care to maximize lifesaving and maintain an appropriate shelter capacity for care.

This position has decision-making authority on intake of animals who are behaviorally and medically appropriate for the shelter's programs. When animals present with significant behavioral or medical concerns, the Admissions Coordinator follows the established authorization chain (e.g., Behavior team, Veterinary team, and/or senior leadership) before approving or declining intake.

Schedule: Sunday – Thursday, 8:00 am – 5:00 pm. Candidate must have the ability to work a flexible schedule, including some evenings, weekends, and holidays based on organizational needs.

Responsibilities
Owner Surrender & Public Intake
  • Receive, review, and process owner surrender and admissions applications (dogs, cats, and other companion animals as applicable).
  • Conduct phone and/or in-person interviews with owners to collect detailed history, clarify concerns, and assess urgency and suitability for intake.
  • Make final intake decisions for animals who meet established behavioral and medical criteria and can be safely accommodated within capacity.
  • For cases with behavior or medical concerns (e.g., bite history, aggression, complex medical needs), consult the appropriate team (Behavior, Veterinary, and/or leadership) and follow the authorization chain prior to intake approval or denial.
  • Offer and explain alternatives when appropriate (behavior resources, pet food pantry, low-cost veterinary services, supported rehoming, etc.).
  • Coordinate arrival logistics (appointments, drop-off instructions, initial paperwork) and ensure owners understand required documentation.
Partner Shelter & Rescue Coordination
  • Serve as primary contact for municipal shelters, animal control agencies, and nonprofit rescue partners regarding transfers and intake requests.
  • Review pleas and request lists, including medical and behavioral information, and develop prioritized lists of animals the organization can assist based on resources, adoptability criteria, and current census.
  • Coordinate the transfer of dogs and cats from rescue and shelter partners as space and resources allow, including transport logistics and scheduling.
  • Help nurture positive, professional relationships with partner agencies through timely communication and consistent follow-through.
Capacity, Scheduling & Data Management
  • Monitor daily and weekly capacity for care and available housing in collaboration with Animal Care, Medical, Behavior, and Foster teams.
  • Build and manage an intake calendar that balances scheduled surrenders, urgent/emergency intakes, and partner transfers.
  • Ensure all incoming animals are properly scheduled for initial services (vaccines, deworming, microchipping, exams, spay/neuter, etc.) and that no animals are left waiting unnecessarily for care.
  • Assist with basic intake and admissions reporting, including volume by source, reasons for surrender, and trends that may inform program planning.
Requirements
  • High school diploma or equivalent.
  • 1–2 years of experience in animal sheltering, veterinary services, social services, or a related customer-service–heavy environment.
  • (Preferred, not required) Familiarity with capacity for care, managed intake, and open- vs. limited-admission models.
  • (Preferred, not required) Experience working with vulnerable or emotionally stressed pet owners and community members
  • Ability to work in a shelter environment with dogs, cats, and other species of varying sizes, temperaments, and medical conditions.
  • Comfortable with exposure to unpleasant odors, loud noises, animal waste, and potential bites, scratches, and zoonotic diseases
  • Demonstrated ability to communicate difficult information with empathy, clarity, and professionalism.
  • Strong organizational and time-management skills; able to manage multiple cases and shifting priorities in a fast-paced environment.
  • Proficiency with computers and comfort learning Shelterluv shelter management software, email, and spreadsheets.
  • Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
  • Fluency in English required, Bilingual or multilingual skills (e.g., English/Spanish) a plus.
Physical Requirements
  • The ability to see at approximately 20/20 vision with or without assistive devices
  • The ability to hear or read lips with or without assistive devices
  • The ability to use arms, hands, and fingers, including fine motor movements
  • The ability to independently lift up to 40 lbs
Personnel in this position can expect to engage in moderate physical labor, including but not limited to bending, stooping, crouching, pushing, pulling, and lifting, as well as sitting or standing for long periods of time. 

Pay and Benefits:
  • $20/hr. Paid weekly. 
  • Paid time off and Holiday Pay
  • Medical, dental, vision insurance
  • Paid parental leave
  • Retirement plan available, matching funds after 1 year
  • Significant discounts on veterinary services
Candidates must be authorized to work in the United States. PBHSN values diversity and wants to increase the diversity of our team. We are an equal opportunity employer. 

Application Instructions:
  • Apply online at https://pbhsnaples.org/careers
  • All communication with candidates will be over email and/or text - check your spam folder! 
  • If you have technical issues or questions, please email hr@pbhsnaples.org
  • No phone calls or walk-ins please 
Compensation: $20.00 per hour

Company Website: www.hsnaples.org

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