Admin Volunteer

Administrative Volunteer

The Milo Foundation is looking for dependable, organized, compassionate volunteers to join our

Administrative Volunteer Team.

Our administrative volunteers play an important role in keeping the rescue organized and

helping our staff provide the best possible care for the animals. This is a great opportunity for

someone who enjoys animals, people, organization, communication, and making a difference

behind the scenes.

While you may not always be working directly with the animals, your work directly supports their

care and helps them get adopted.

What Does an Administrative Volunteer Do?

Administrative volunteers help with the day-to-day operations of the rescue and may assist with:

• Greeting visitors and helping direct them to the appropriate staff member or area
• Answering phones and assisting with routine questions
• Monitoring and responding to routine messages and emails
• Assisting visitors and potential adopters with basic information
• Supporting the adoption and foster process with routine administrative tasks
• Assisting with adoption and foster follow-ups
• Updating and maintaining animal records
• Entering and documenting information in Shelterluv
• Scanning, uploading, filing, and organizing documents
• Preparing and updating kennel cards and animal paperwork
• Assisting with intake-related paperwork and documentation
• Helping organize donations and administrative supplies
• Assisting staff with projects and special administrative assignments
• Helping maintain an organized, clean, and welcoming front-desk environment
• Performing other routine administrative tasks as directed by staff

The role may vary from day to day depending on what the rescue needs. Flexibility and the

ability to prioritize are important parts of this position.

Who Are We Looking For?

We are looking for volunteers who are:

• Reliable and dependable
• Organized and detail-oriented
• Comfortable speaking with the public
• Friendly, professional, and patient
• Comfortable answering phones and communicating with visitors
• Able to follow written procedures and instructions
• Comfortable learning new computer systems
• Willing to learn Shelterluv
• Able to protect confidential and sensitive information
• Comfortable asking questions when they are unsure
• Able to remain calm and professional when situations become busy or stressful
• Comfortable working independently after appropriate training and approval
• Compassionate and respectful toward animals, adopters, fosters, volunteers, and staff

You do not need to be an expert!

You do not need previous shelter experience or extensive administrative experience to volunteer

in this role. We will provide training and gradually increase your responsibilities as you

demonstrate competency.

What we do need is someone who is willing to learn, pays attention to detail, follows

instructions, and understands that accuracy matters.

Training & Responsibilities

Administrative volunteers are not expected to know everything immediately.

Volunteers will progress through training before working independently:

1. Shadowing : Learn the workflow by observing an experienced volunteer or staff member.
2. Assisted Training: Perform tasks with supervision and guidance.
3. Independent Routine Administrative Work: Once trained and signed off, volunteers may perform approved routine administrative duties independently.

A volunteer must be trained and approved before independently performing a task.

When in doubt: STOP AND ASK STAFF. Do not guess.

Accurate information is extremely important in animal rescue. A mistake in an animal's record,

adoption paperwork, medical information, or communication with the public can have serious

consequences.

Professional Communication

Administrative volunteers are often one of the first points of contact between the public and The

Milo Foundation.

Volunteers are expected to:

• Be friendly and professional
• Listen carefully
• Communicate clearly
• Avoid making assumptions
• Never argue with members of the public
• Never promise something without authorization
• Protect private or confidential information
• Refer questions outside their training to staff
• Remain calm when dealing with frustrated or upset individuals

If someone becomes angry, threatening, or confrontational, do not attempt to handle the

situation yourself. Get staff assistance.

Volunteer Commitment

Administrative volunteers should be able to:

• Commit to a minimum 4-hour shift
• Volunteer at least 4 hours per week
• Help on the weekends
• Commit to volunteering for at least 3 month
• Arrive on time and ready to work
• Communicate with staff if they cannot attend a scheduled shift
• Complete required training before working independently
• Follow Milo Foundation policies and procedures
• Work respectfully with staff and other volunteers

Consistency is especially important in an administrative role because staff need to be able to rely on volunteers to complete tasks accurately and follow through.

This Volunteer Position Is a Great Fit For Someone Who...

• Loves animals but also enjoys working with people
• Likes organization, paperwork, and checking things off a list
• Enjoys computer-based tasks
• Is detail-oriented
• Wants to learn how a rescue operates
• Is interested in animal welfare or shelter operations
• Wants to develop administrative and organizational skills
• Enjoys being the person who keeps everything running smoothly

You may not be holding a leash all day—but you are still helping save lives.

Interested in Joining the Team?

If you are dependable, organized, compassionate, and ready to learn, we would love to have

you join our Administrative Volunteer Team.

The Milo Foundation needs people who are willing to step up, learn the system, and

become part of the team.

Apply to become an Administrative Volunteer and help us keep the rescue running—and the animals moving toward their forever homes.