Adoption Administrator

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Position: Adoption Administrator

Employment Type: Full Time

Location: Dekalb, Chamblee, GA, US

Department: Placement

Reports To: Adoptions Supervisor

Office Address: 3280 Chamblee Dunwoody Rd, Chamblee, GA 30341

Summary: Life Line Animal Project is committed to the care and welfare of pets and the people who love them. The values we exhibit as an organization show the strength of our staff, our leadership and our community. We expect all employees to exhibit Life Line’s core values as we complete daily tasks, provide services to clients and care for our animals.

Essential Job Functions: The Adoption Administrator is responsible for maintaining the organization and flow of all administrative duties within the Adoptions department. This includes reviewing adoption applications submitted by the public based on written guidelines, fielding phone calls and emails, and updating the software system with information necessary to complete the adoption process.

Uphold the standards and values of Life Line Animal Project:

Save Lives – Build Community – Be Exceptional Stewards – Be Courageous – Be Compassionate – Take Responsibility – Respect, Embrace and Celebrate Diversity

Administrative and Record-Keeping:

• Exhibit exceptional stewardship by performing data entry tasks accurately and maintaining up-to-date records of animals, clients, and inquiries using our shelter management system.
• Process adoption paperwork and ensure all protocols are followed.
• Field incoming phone calls and emails to the adoptions team and appropriately redirect inquiries meant for other departments.

Adoption Counseling and Customer Service:

• Ensure an adopter has a thorough understanding of any known medical and behavioral knowledge associated with their new pet.
• Walk adopters through the administrative aspect of the adoption process, explaining the flow of operations and answering their questions along the way.
• Courageously, assist with handing off adopted pets to their new families and provide information on our partnership programs.
• Take responsibility for providing post-adoption support.

General Responsibilities:

• Support saving the lives of animals by maintaining clear, strong communication with the clinic team to ensure all medical needs of an adoptive pet are met prior to departure.
• Prepare the adoption surgery schedule and any related administrative prep work.
• Maintain a general understanding of all shelter operations, including animal care, adoption policies, volunteer opportunities, foster programs and any other operational processes.
• Stay informed about current animals in the shelter, including their needs, personalities, and status.
• Collaborate with other shelter staff to address any issues or concerns that arise.
• Compassionately, welcome visitors with a friendly and professional demeanor.
• Respect, embrace, and celebrate diversity by always operating with a judgement‑free mindset and consider our Adopters Welcome policy when greeting and working with visitors.
• Help build a community of animal welfare advocates by supporting and engaging the volunteers who aid the placement teams.
• Continue education by participating in Life Line’s 40‑hour annual training requirement.
• Maintain a clean and tidy work area.
• Other tasks as assigned.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Compassion for animals and the people who love and care for them.
• Passion for animal welfare and a strong understanding of animal care and adoption processes.
• Ability to serve the public and fellow employees with honesty and integrity.
• Excellent communication skills, both verbal and written, with the ability to interact effectively with diverse groups.
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively.
• Proficiency in basic computer applications (e.g., MS Office, email) and experience with database systems is a plus.
• Familiarity with Google Workspace applications, specifically google…