Rochester Hope for Pets Coordinator

Administrative Assistant

Part-Time | 25–30 hours/week | Starting at $25/hour

Are you passionate about animals and ready to use your administrative and communication skills to make a real impact? We are seeking a reliable, compassionate, and highly organized Administrative Assistant/ Coordinator to join our team. This role plays a critical part in helping us fulfill our mission: keeping pets healthy and with the families who love them.

Primary Responsibility

• Application Oversight: Manage and process incoming applications for financial assistance from pet owners in need. This includes reviewing applications for completeness, communicating with applicants, tracking funding status, and coordinating with veterinary clinics to ensure timely support.

• Phone Support: Serve as the primary point of contact for a high volume of incoming calls from individuals inquiring about financial assistance.

Additional Key Responsibilities

Office & Mail Management

• Maintain limited mail operations; collaborate with team members to retrieve and manage mail, especially during seasonal absences
• Assist in reviewing the feasibility of transitioning to a dedicated PO box
• Oversee the handling of fundraising cash donations, ensuring a checks-and-balances system is followed (e.g., cash is counted, logged, and deposited with reporting to another designated team member)

Scheduling & Coordination

• Manage calendars and coordinate meetings and events

Database Management

• Maintain donor, membership, and mailing list databases

Event & Fundraising Support

• Assist with event planning and donor outreach initiatives

Communication

• Draft clear, professional letters, emails, and reports
• Serve as a point of contact for staff, volunteers, donors, and the public

Financial Support

• Help with invoicing, expense tracking, and basic bookkeeping
• Utilize QuickBooks for financial entry and reporting (training can be provided if necessary)

General Administrative Support

• Prepare reports, maintain organized files, and assist the team as needed

Hospital Visits

• Visit partner hospitals to drop off materials, pick up donations, and maintain relationships with veterinary staff

Required Skills & Qualifications

• Exceptional written and verbal communication skills
• Excellent organizational skills and attention to detail
• Experience in reviewing and managing applications or case files is a plus
• Proficiency in Microsoft Office and database tools
• Familiarity with or willingness to learn QuickBooks
• Ability to work independently and collaboratively
• Strong problem-solving abilities and sound judgment
• Compassionate approach to supporting pet owners in crisis
• A genuine passion for helping animals and supporting our mission

Schedule & Compensation

Schedule: 25–30 hours/week with flexible scheduling

Location: Remote/work-from-home or based out of a partner facility (no dedicated office space at this time)

Compensation: Starting at $25/hour

To Apply

Please send your resume and a short cover letter to [email protected], explaining why you're excited about this opportunity and our mission.

Be part of something meaningful—help us give pets the care they deserve and families the support they need.

Job Type: Part-time

Pay: $35,000.00 - $40,000.00 per year

Benefits:

• Flexible schedule

Ability to Commute:

• Remote (Preferred)

Ability to Relocate:

• Remote: Relocate before starting work (Preferred)

Work Location: Remote