Office & Data Coordinator

The Office & Data Coordinator is the friendly first point of contact at HSoMC and the backbone of our data integrity. You'll greet visitors, route calls, process donations, keep reports spotless, and support our veterinarian with simple clinic logistics (no controlled substances handling). This role directly fuels our lifesaving work by keeping information accurate, gifts acknowledged, and clinic stats organized for grants.

Hours: Part-time (20–24 hrs/week), primarily Mon–Fri; occasional evenings/weekends for clinics or events.

Reports to: Executive Director, Shelter Director, and Veterinarian.

Key responsibilities

Front office & customer service

• Answer phones and triage to Adoption/Community Support, Medical, or Executive Director.
• Greet visitors, manage sign-in, direct traffic, and keep printed materials stocked.

Gift entry & donor services

• Open/sort mail with two-person verification; record checks/cash; scan deposit backup.
• Enter gifts in Network for Good (NFG); code source/event/appeal; flag soft credits/employer matches.
• Trigger thank-you letters/emails and send a weekly acknowledgment report to the ED.

Vendor/AP support

• Scan bills/receipts to the accounting inbox with correct labels.
• Maintain a simple invoice log (date/vendor/amount/status).

Data & reporting

• PetPoint: run weekly intake/adoption/LOS/foster reports; clean duplicates; verify required fields.
• Network for Good: monthly donor roll-up; LYBUNT/SYBUNT lists; event/source performance.
• Build a monthly grant packet (intakes, adoptions, transports, clinic stats, Pet Pantry households, volunteer hours) to a shared folder.

Grant support

• Complete standard stats tables; maintain a list of before/after stories; keep photo/consent folders organized.

Pet Pantry tracking

• Maintain household records (name, ZIP, household size, pet type), monthly usage counts, and simple red-flag notes (e.g., needs vet voucher).

Other

• Keep front desk SOPs/checklists current, reorder supplies, and manage the generic inbox.

Clinic / Vet services logistics (no controlled substances)

• End-of-day/weekly/monthly reconciliation of clinic reports.
• Enter basic service data to PetPoint/ClinicHQ when not auto-fed; export monthly counts (procedures, vaccines, microchips) for grants/reporting.
• Inventory handoff: note low stock (vaccines, microchips, syringes, surgical packs) and submit reorder requests to the Veterinarian.
• Cash/check controls: two-person verification for daily deposits; label/scan deposit backups; send summary to accounting.

What you'll need to succeed

• 1–3 years in admin, data entry, bookkeeping, or front-desk/customer service (nonprofit or healthcare/vet setting a plus).
• Strong accuracy with data and numbers; comfort with spreadsheets and basic reconciliations.
• Tools: Google Workspace/Microsoft Office; Network for Good, PetPoint, and ClinicHQ (or similar CRMs/EMRs)—willing to train the right candidate.
• Calm, professional phone manner; ability to triage questions and route quickly.
• Discretion with donor/client information; follows SOPs and confidentiality policies.
• Team mindset, humility, and compassion for people and animals.

Physical & Schedule Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

· Sit/stand for extended periods; occasional lifting up to 40+ lbs (files/boxes).

· Flexibility for occasional evening/weekend clinics or events.

• Ability to be comfortable working around with cats and dogs.
• Ability to perform strenuous physical activity on daily basis, including lifting, carrying, reaching, stooping, squatting, standing, and bending.
• Due to the nature of shelter work, may be exposed to deceased, fractious, or aggressive animals; hostile, irate persons; zoonotic or other diseases; unpleasant noises, odors, sights; extreme temperatures.

Qualifications & Requirements

· Ability to work effectively, independently, and in a team atmosphere for multiple projects, shifting priorities, and deadline pressures; to be flexible, detail-oriented; to prioritize.

· Excellent interpersonal skills w/ customer service orientation. Ability to communicate effectively, courteously, and professionally.

· Passion for the mission of the Humane Society of Midland County, and for caring for all animals regardless of age, breed, temperament, or species, and supporting and educating members of the public, free of judgment or bias.

· Driver's license/transportation

Why HSoMC

• Mission-driven team that saves ~1,500 animals a year and supports ALICE households with low-cost basics and the Pet Pantry.
• Supportive leadership, and meaningful day-to-day impact.

Job Type: Part-time

Pay: $ $16.50 per hour

Experience:

• data and reporting: 1 year (Preferred)
• Customer service: 1 year (Preferred)

Ability to Commute:

• Midland, MI Required)

Work Location: In person