Admissions Coordinator

Admissions Coordinator

Full Time | Tree House Humane Society, Chicago, IL, US | 8 days ago | Requisition

Salary Range: $19.62 to $21.78 hourly

The Admissions Coordinator is responsible for managing the intake and transfer of cats into Tree House Humane Society, ensuring a smooth, efficient, and positive experience for both animals and clients. This role serves as a primary point of contact for internal and external stakeholders, providing professional, compassionate, and solution-oriented customer service at all times. In addition to coordinating complex workflows and maintaining accurate records, the Admissions Coordinator guides volunteers and staff supporting intake processes, helping ensure consistent and high-quality experiences for everyone who interacts with the shelter.

• Serve as a professional, welcoming, and knowledgeable point of contact for internal and external clients.

• Manage and triage emails, phone calls, and appointment scheduling, ensuring timely responses and comprehensive support.

• Facilitate front‑desk transactions, including cash and credit processing, maintaining accurate records and reconciliation.

• Greet and support all visitors to the shelter in a professional and friendly manner.

• Listen to and assess client needs, provide guidance on intake, adoption, and shelter services.

• Resolve questions, concerns, or conflicts with tact, empathy, and in accordance with organizational policies.

• Provide educational information about Tree House programs and services to clients, partners, and the public.

• Maintain accurate data and generate reports using shelter software, ensuring reliable information for leadership and operational planning.

• Provide administrative support to the department as needed, including task oversight, opening/closing procedures, and interdepartmental coordination.

• Coordinate the intake process for cats from the public and transfer partners, including scheduling and in‑person assessments.

• Make intake decisions aligned with organizational resources, capacity, medical needs, behavior assessments, and intake criteria.

• Prioritize intakes strategically based on local community needs and shelter goals.

• Maintain relationships with regional transfer partners to support intake flow and alleviate overcrowding.

• Conduct preliminary behavior and medical assessments, collaborating with medical and foster teams to determine the appropriate pathway for each cat.

• Coordinate transportation logistics, including use of organizational vehicles and volunteers, following Transport Best Practices.

• Ensure intake records, photos, and videos are accurate and up to date.

• Participate in population management activities, including daily shelter rounds and planning for efficient animal flow.

• Provide guidance and support to volunteers and new staff assisting with intake processes.

• Collaborate with other shelter departments to ensure intake processes support operational capacity and organizational priorities.

• Assist with training and onboarding for intake‑related workflows, without formal supervisory responsibility.

• Attend staff meetings, trainings, and professional development sessions as required.

• Support shelter operations with special projects and ad hoc tasks as assigned.

• Model and enforce safety protocols, addressing concerns promptly to maintain a secure work environment.

• Represent Tree House professionally in all interactions, supporting the organization’s mission and values.

• Provides guidance and training to volunteers and new staff involved in intake processes.

• Does not have formal supervisory authority over staff, performance management responsibilities, or organizational‑wide decision‑making.

• High school diploma or equivalent required; additional relevant education preferred.

• 2+ years of experience in animal welfare, shelter operations, or a high‑volume, client‑facing environment, with increasing responsibility.

• Experience assessing cat behavior and stress signals and performing safe handling of fearful,…