Intake & Services Coordinator

Advertising Producers Association; Kyle (TX); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Medical coverage

Life insurance

Dental insurance

Vision insurance

Short-term disability

401(k) with match

Wellness plans

Paid holidays

Paid time off

Professional development

Job summary

Austin Pets Alive! is seeking an Intake and Services Coordinator at the PAWS Kyle location to advance lifesaving goals, manage animal intake logistics, and coordinate community pet support services.

You will be the primary contact for the public and partner with volunteers to ensure efficient shelter operations across Texas. You will work closely with partners and shelter staff to maintain data quality, support pet retention, and enhance community services in Hays County.

Qualifications

• Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
• Commitment to APA!'s customer experience expectations
• Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
• Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
• Comfortable working cross‑functionally and serving as a liaison between volunteers, customers, and team members
• Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials
• Self‑starter with strong time management; able to work independently and collaboratively
• Excellent interpersonal skills; maintains a calm and professional presence in all situations
• Strong attention to detail and high standards for quality
• Adaptable to change and able to perform related duties as needed
• Dedicated to delivering an exceptional and inclusive customer experience

Responsibilities

• Provide compassionate, respectful, and nonjudgmental support to people and agencies seeking assistance for pets
• Coordinate the intake of dogs and cats into the shelter, including owner surrenders, transfers, partner shelter animals, and other approved sources per established policies
• Ensure accurate and timely data entry in shelter software, including intake records, medical/behavioral notes, and animal profiles
• Communicate clearly, promptly, and professionally with people and organizations requesting or coordinating intake
• Identify intake challenges or bottlenecks and develop practical solutions that improve processes and maximize lifesaving
• Track open requests, pending intakes, referrals, and other time‑sensitive follow‑up
• Track intake volume, sources, outcomes, and other relevant data to inform operational decisions
• Monitor upcoming intakes and anticipate operational needs before animals arrive
• Build and maintain positive working relationships with animal shelters, rescue organizations, veterinary providers, community organizations, and other partners
• Identify opportunities to strengthen partnerships and expand the resources available to people and pets in the community
• Coordinate support programs and services that support pet retention and help prevent unnecessary shelter intake per established APA! Community Programs guidelines
• Develop and maintain knowledge of local resources, including veterinary, food, behavioral, housing, financial, and other pet‑support services to keep locally specific Hays County pet resource guide up to date
• Actively contribute to a volunteer‑powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment
• Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed
• Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
• Help retain volunteers by offering encouragement, guidance, and feedback during shared work
• Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts
• Help set volunteers up for success by clearly explaining tasks, providing hands‑on guidance, and offering in‑the‑moment support
• Job duties may include some or all of the above, and other duties as assigned by manager

Skills

Communication

Time management

Interpersonal skills

Volunteer engagement

Cross-functional liaison

Customer service

Job description

APA! BACKGROUND:

Austin Pets Alive! (APA!) is one of Austin’s most dynamic and beloved nonprofits. The organization leads the No Kill movement nationally and is considered a national thought leader in animal welfare. APA! locally rescues, treats, and adopts out 10,000 homeless dogs and cats each year, providing the safety net for Austin’s most at‑risk shelter pets, which helps Austin to be a No Kill city, while also assisting other communities in saving homeless animals. The organization is distinguished by its large volunteer workforce and the scrappiness of its grassroots and its non‑traditional, community‑based animal rescue work.

The organization continues to innovate best practices to save lives and spreads its impact by offering resources and mentorship related to its renowned lifesaving model through American Pets Alive!, APA!’s national division. In 2020, American Pets Alive! began the Human Animal Support Services (HASS) - an innovative initiative aimed at rethinking the traditional model of animal sheltering. It focuses on supporting both people and pets in the community to reduce the number of animals entering shelters and improve outcomes for both. The project encourages collaboration between animal welfare organizations and community-based services, with a goal of providing personalized, proactive support that positions animal welfare as a social service.

OUR EXPANDING WORK IN HAYS COUNTY:

APA! is building upon this community‑centered approach through an exciting partnership initiative in Hays County. Through Hays County Pets Alive!, a locally led and operated initiative launched by Austin Pets Alive!, APA! is working in partnership with PAWS Shelter of Central Texas to strengthen lifesaving programs, expand resources for pets and the people who love them, and build greater animal welfare capacity across Hays County.

PAWS Shelter of Central Texas has served Dripping Springs, Kyle, and surrounding communities for decades, providing no‑kill sheltering and compassionate care for homeless pets. This partnership brings together PAWS' longstanding connection to the Hays County community with APA!’s lifesaving programs, resources, and experience to support the continued growth of animal welfare services throughout the region.

Team members supporting this work may have the opportunity to collaborate across Austin Pets Alive!, PAWS Shelter of Central Texas, and Hays County Pets Alive! as these organizations and initiatives work together toward shared lifesaving goals.

Learn more about PAWS Shelter of Central Texas at pawsshelter.org.

BRIEF POSITION SUMMARY/OVERVIEW:

The Intake and Services Coordinator plays a key role in advancing the goals of APA!, with a focus on both animal intake logistics and community pet support services at the PAWS Kyle location. This position contributes directly to APA!’s mission to increase the live release rate across Texas by supporting a sustainable, inclusive, and high‑impact model for shelter operations. This role serves as a primary point of contact for members of the public seeking help with their pets, while also coordinating animals entering the shelter and maintaining strong relationships with community and animal welfare partners.

The Intake and Services Coordinator is responsible for managing their daily responsibilities, maintaining clear priorities, and delivering consistent, high‑quality work that aligns with APA!’s values and goals. This includes staying organized, using data or feedback to inform decisions, and following through on key tasks and responsibilities with minimal oversight. This is a hands‑on, mission‑driven role focused on results, reliability, and teamwork.

APA! is a volunteer‑centric organization. Every staff member is expected to work alongside and support volunteers. The Intake and ServicesCoordinator collaborates closely with volunteers to complete day‑to‑day tasks, helps create a positive and inclusive environment, and actively contributes to a culture of shared effort and mutual respect.

This position involves shift flexibility, weekend hours, and high responsiveness.

Every individual at APA! is responsible for working in collaboration with volunteers; making sure volunteers are recruited, trained and feel impactful through their efforts at APA!. A core part of this role is creating a welcoming and empowering experience for volunteers, including assisting with onboarding, training, and volunteer engagement as part of the day‑to‑day workflow.

ESSENTIAL FUNCTIONS:

• Provide compassionate, respectful, and nonjudgmental support to people and agencies seeking assistance for pets
• Coordinate the intake of dogs and cats into the shelter, including owner surrenders, transfers, partner shelter animals, and other approved sources per established policies
• Ensure accurate and timely data entry in shelter software, including intake records, medical/behavioral notes, and animal profiles
• Communicate clearly, promptly, and professionally with people and organizations requesting or coordinating intake
• Identify intake challenges or bottlenecks and develop practical solutions that improve processes and maximize lifesaving
• Track open requests, pending intakes, referrals, and other time‑sensitive follow‑up
• Track intake volume, sources, outcomes, and other relevant data to inform operational decisions
• Monitor upcoming intakes and anticipate operational needs before animals arrive
• Build and maintain positive working relationships with animal shelters, rescue organizations, veterinary providers, community organizations, and other partners
• Identify opportunities to strengthen partnerships and expand the resources available to people and pets in the community
• Coordinate support programs and services that support pet retention and help prevent unnecessary shelter intake per established APA! Community Programs guidelines
• Develop and maintain knowledge of local resources, including veterinary, food, behavioral, housing, financial, and other pet‑support services to keep locally specific Hays County pet resource guide up to date
• Actively contribute to a volunteer‑powered culture by partnering with volunteers during every shift and helping create an inclusive, welcoming environment
• Work alongside volunteers to complete daily tasks, ensuring the work is shared and collaborative—not siloed
• Support the recruitment and onboarding process by welcoming new volunteers and helping them get oriented to the program
• Help retain volunteers by offering encouragement, guidance, and feedback during shared work
• Contribute to a positive culture by recognizing volunteer contributions through appreciation, gratitude, and shoutouts
• Help set volunteers up for success by clearly explaining tasks, providing hands‑on guidance, and offering in‑the‑moment support
• Job duties may include some or all of the above, and other duties as assigned by manager

OTHER FUNCTIONS:

• Must demonstrate dependability, accountability, time management, use of reasoning, and good judgment skills
• Attend and participate in all required training sessions and meetings
• Maintain open and consistent communication with Program Manager or designee, supervisor, and other colleagues
• Partner with Volunteer Managers to learn about the volunteer programs and support volunteers interested in your department on an ongoing basis
• Able to react to change productively and perform other related duties as assigned
• Able to work evenings, weekends, and holidays as needed
• Able to work in a high‑volume, fast‑paced, high‑stress environment
• Comfortable working autonomously when given goals and deadlines

QUALIFICATIONS, SKILLS, & EXPECTATIONS:

• Committed to embodying APA!’s Core Values: Innovation, Respect, Drive, Resourcefulness, and Inclusion and cultural values: Humble, Hungry, Smart
• Commitment to APA!'s customer experience expectations
• Passion for working well with staff, volunteers, and customers—helping all individuals feel successful, appreciated, and connected to APA!’s mission
• Strong commitment to volunteer engagement and support; dedicated to working well with volunteers across all roles
• Comfortable working cross‑functionally and serving as a liaison between volunteers, customers, and team members
• Effective written and verbal communication skills; able to interpret rules, procedures, and instructional materials
• Self‑starter with strong time management; able to work independently and collaboratively
• Excellent interpersonal skills; maintains a calm and professional presence in all situations
• Strong attention to detail and high standards for quality
• Adaptable to change and able to perform related duties as needed
• Dedicated to delivering an exceptional and inclusive customer experience

PHYSICAL JOB REQUIREMENTS:

• Must be able to routinely lift 40-50 pounds
• Must be able to work around animals (including diseased, injured, and/or potentially aggressive animals), loud noises, chlorine or other chemicals, and inclement weather
• Must be able to comfortably interact with cats/dogs of various health levels, including cats who may carry zoonotic diseases such as ringworm, scabies, intestinal parasites, etc.
• Must be able to walk big dogs that pull and jump
• Able to be on your feet for multiple hours of the day
• Must be able to visually observe people and animals from up to 150 feet away
• Ability to hear normal speech at close contact and shouting up to 150 feet away with the ability to hear and discern dog vocalizations both soft and loud
• Prolonged periods of sitting at a desk and working on a computer
• If reasonable accommodations are requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship to the organization.

WORK ENVIRONMENT:

• Possible exposure to contagious diseases
• Rapid pace with exposure to potential hazards including animal waste, disinfectants, and high levels of noise
• Occasional after‑hours or weekend work may be required to support program needs

TIME COMMITMENT:

• This is a full‑time, exempt position with an average of 40 hours per week
• Shift and schedule flexibility is required, as weekly schedule is subject to change
• Able to work evenings, weekends, and holidays as needed

WORKING RELATIONSHIPS:

This position reports directly to the PAWS Shelter Director & Manager, currently Mara Hartsell, or another individual designated by APA!.

LOCATION(S):

• PAWS Kyle, 500 FM 150 East, Kyle, TX 78640
• May travel to offsite locations as needed

BENEFITS:

Austin Pets Alive! is proud to offer a competitive benefits package for full‑time employees, including subsidized employer‑sponsored medical coverage, subsidized and voluntary life insurance, voluntary dental, vision and short‑term disability options, all effective the first day of employment. We also offer voluntary wellness and emergency sick plans, up to 2% match on 401(K) retirement plan, supplemental benefits, flexible spending accounts and additional life coverage. Full‑time employees receive 10 paid holidays and accrue 10 days paid time off during the first year of employment, with an additional 5 days of PTO accrual upon completion of 12 months of employment. Employees will also receive professional development opportunities through APA!’s ongoing mission to advance our animal welfare professionals in our life‑saving work.

EQUAL EMPLOYMENT OPPORTUNITIES AND ACCOMMODATIONS STATEMENT

Hays County Pets Alive! A program of Austin Pets Alive! is an equal employment opportunity employer and we value having staff who come from communities that are most impacted by the issues we engage on. We especially encourage people of color, LGBTQ people, women, transgender and gender non‑conforming people, and people with disabilities to apply.

Austin Pets Alive! does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Austin Pets Alive! is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, community focus, and innovation.

APA! is committed to providing reasonable accommodations to qualified individuals with disabilities in the employment application process. To request an accommodation, please contact Talent Acquisition at [e-mail] at least one week in advance of your interview.