Life Saving Team Assistant

Essential Duties and Responsibilities

• Monitor and respond to Lifesaving and medical emails promptly, prioritizing concerns involving animal health, safety, and welfare.
• Maintain accurate, timely animal and medical information in ShelterLuv and other shared records and tracking systems.
• Coordinate on-site and off-site veterinary appointments for animals in foster care and at the facility, working closely with the Medical Team, fosters, and volunteers.
• Maintain appointment calendars, send reminders, communicate preparation and follow-up instructions, and confirm that relevant records are received and filed.
• Assist with routine follow-up on prescriptions, diagnostic testing, treatment recommendations, and recheck appointments, escalating urgent concerns or significant recommendations to the Director of Lifesaving and appropriate Medical Team members.
• Serve as a communication link among the Lifesaving, Medical, and Foster teams and provide clear, timely updates to staff, fosters, and volunteers.
• Assist with foster coordination, onboarding, training, and routine support in accordance with established Lifesaving and Foster Team procedures.
• Respond to routine foster questions within the scope of established protocols and promptly escalate medical, behavioral, or placement concerns to the appropriate team member.
• Help maintain and distribute current medical protocols, policies, forms, and educational materials as directed by the Director of Lifesaving and Medical Team.
• Keep Lifesaving and medical work areas organized and well stocked; review medical supplies and inventory weekly and notify the supervisor and Medical Team of anticipated needs.
• Support volunteer transport and medical teams and provide hands-on assistance with animals when needed.
• Document relevant medical cases through organized notes, photographs, and videos for approved educational, fundraising, or social media use, including maintaining files in Google Drive.
• Maintain and regularly update a prioritized list of weekly responsibilities and review workload, deadlines, and competing priorities with the supervisor.
• Perform other job-related duties as assigned by the supervisor.

Qualifications and Skills

• High school diploma or equivalent required.
• Excellent verbal and written communication skills, with the ability to communicate professionally and compassionately with staff, fosters, volunteers, veterinary partners, and members of the public.
• Strong organizational and time-management skills, including the ability to manage appointments, records, follow-up tasks, and changing priorities.
• Strong attention to detail and commitment to accurate, timely record keeping.
• Comfort using electronic records, email, shared calendars, Google Workspace, and shelter or veterinary software; experience with ShelterLuv is preferred.
• Sound judgment and problem-solving skills, including the ability to work within established responsibilities, identify the appropriate person or department for an inquiry, and escalate concerns when necessary.
• Ability to work both independently and collaboratively in a fast-paced animal welfare environment.
• Animal shelter, rescue, foster, veterinary, or administrative experience is preferred.

Physical and Scheduling Requirements

• Valid driver's license, reliable access to transportation, and a driving record that meets the organization's insurance requirements.
• Ability to work a flexible schedule, which may include split shifts, early mornings, evenings, weekends, and holidays.
• Ability to lift and carry up to 50 pounds, including loading and unloading animals and supplies.
• Ability to work around cats in enclosed spaces for extended periods.
• Ability to bend, stoop, reach, climb, twist, crawl, stand, and walk for extended periods, with or without reasonable accommodation.

Bi-lingual English/Spanish a plus but not required.