Clinic Services Coordinator

APA! BACKGROUND:

Austin Pets Alive! (APA!) is one of Austin’s most dynamic and beloved nonprofits. The organization leads the No Kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues, treats, and adopts out 10,000 homeless dogs and cats each year, providing the safety net for Austin’s most at‑risk shelter pets, which helps Austin to be a No Kill city, while also assisting other communities in saving homeless animals.

The organization is distinguished by its large volunteer workforce and the scrappiness of its grassroots and its non‑traditional, community‑based animal rescue work.

The organization continues to innovate best practices to save lives and spreads its impact by offering resources and mentorship related to its renowned lifesaving model through American Pets Alive!, APA!’s national division. In 2020, American Pets Alive! began the Human Animal Support Services (HASS) – an innovative initiative aimed at rethinking the traditional model of animal sheltering. It focuses on supporting both people and pets in the community to reduce the number of animals entering shelters and improve outcomes for both.

The project encourages collaboration between animal welfare organizations and community‑based services, with a goal of providing personalized, proactive support that positions animal welfare as a social service.

The Clinic Services Coordinator plays a key role in advancing the goals of APA!’s Medical Clinic, with a focus on front‑of‑the‑house customer service and communications. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high‑impact model for the Medical Clinic.

The Clinic Services Coordinator is responsible for managing daily responsibilities, maintaining clear priorities, and delivering consistent, high‑quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks with minimal oversight. It is a hands‑on, mission‑driven role focused on results, reliability, and teamwork.

APA! is a volunteer‑powered organization, so every staff member is expected to work alongside and support volunteers. The Clinic Services Coordinator collaborates closely with volunteers to complete day‑to‑day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect.

This position may involve shift flexibility, including varying weekend hours, and responsiveness during times of high need.

• Actively contribute to a volunteer‑powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment.
• Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed.
• Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program.
• Help retain volunteers by offering encouragement, guidance, and feedback during shared work.
• Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts.
• Help set volunteers up for success by clearly explaining tasks, providing hands‑on guidance, and offering in‑the‑moment support.

Job duties may include some or all of the above, and other duties as assigned by manager.

• Provides excellent customer service to all fosters, adopters, volunteers, and staff.
• Answers phone calls and emails in a courteous and professional manner.
• Answers questions and provides information to the public on APA! Medical clinic policies and procedures.
• Ensures the accuracy and completeness of documentation concerning AAC med urgent intakes, parvo intakes, and owner surrenders.
• Create new profiles with all documentation attached and recorded in the animal’s profile.
• Coordinate daily appointments and surgeries for all shelter, foster, and adopted animals, including scheduling, checking in and out, and any follow up communication…