Intake Support Specialist

The Intake Support Specialist manages key animal intake and community service functions for Ruff Start Rescue, ensuring efficient, compassionate, and mission-driven intake operations. This role provides administrative support for the manager overseeing out-of-state partnerships, owner surrender and stray intake processes, transport arrival operations, intake administration, and community support initiatives, ensuring animals and pet owners receive timely, coordinated assistance.

The Intake Support Specialist provides leadership to volunteer teams supporting transport coordination, intake administration, surrender and stray communications, and out-of-state transport on-site coordination. Working closely with the Intake Manager, this position helps balance intake opportunities with organizational capacity, strengthens operational processes, and ensures compliance with organizational standards and animal welfare best practices.

As a primary on-site resource at the Princeton facility, this role oversees transport arrival operations, supports public intake interactions, assists with distributing community resources, and ensures a positive experience for community members, volunteers, rescue partners, and staff.

This is a full-time position requiring 40 hours per week. This role is primarily on-site in Princeton, MN. Flexibility is required based on transport schedules, including evenings and weekends as needed. Daily emailing and/or phone communication is required.

• On-site transport operations and arrival coordination

• Provide operational support for out-of-state transport partner relationships.

• Intake administration and documentation processes

• Community support and resource distribution efforts

• Volunteers managing owner surrender and stray application communication

• Oversee owner surrender, stray intake, TNR, and community support functions, ensuring compassionate, consistent service and alignment with organizational priorities.

• Review complex or urgent intake requests and assist with intake decision-making.

• Provide guidance and support to community members regarding surrender options, reunification, available resources, and pet retention whenever appropriate.

• Coordinate distribution of community resources, including pet supplies, food, and referrals to support families and improve outcomes for animals.

• Lead on-site owner surrender appointments and intake interactions.

• Conduct temperament assessments for incoming animals as needed.

• Prepare transport vans, the transport room, and intake areas for departures and arrivals by ensuring vehicles and facilities are clean, stocked, organized, fueled, and equipped with necessary supplies.

• Assist with transport planning and on-site operations, including facility readiness, scheduling support, volunteer coordination, unloading animals, organizing carriers, and facilitating an efficient intake process.

• Print, organize, and maintain transport paperwork, intake records, medical documentation, and regulatory requirements, ensuring all documentation is complete, accurate, and compliant.

• Restock transport and intake supplies, maintain transport vehicles and equipment, and complete post-transport cleanup and facility reset to ensure readiness for future transports.

• Provide leadership, training, and ongoing support to volunteers assisting with transport operations, intake administration, and community support services.

• Partner with the Office & Volunteer Manager to ensure a welcoming, professional experience for visitors and community members at the Princeton facility.

• Oversee intake communication systems, ensuring timely responses and effective coordination across volunteers, staff, and partners.

• Maintain accurate records, program documentation, and reporting to support operational effectiveness and compliance.

• Communicate regularly with the Intake Manager regarding intake capacity, operational trends, and program recommendations.

• Identify and implement process improvements that enhance efficiency, organization, and service delivery.

• Maintain professionalism while assisting in the resolution of issues involving volunteers, rescue partners, and members of the public.

• Other duties as assigned.

• At least one year of experience with animal sheltering, rescue organizations, or veterinary medicine.

• Customer service experience preferred.

• Knowledge of animal breeds, behavior, body language, and safe handling practices.

• Ability to track program metrics, identify trends, and recommend operational improvements.

• Experience using Gmail, Google Drive, and Facebook; social media experience preferred.

• Strong organizational, communication, and problem-solving skills.

• Positive, collaborative, and service-oriented attitude.

• Ability to build relationships with volunteers, community members, rescue partners, and staff while…