Administrative Director Federated Humane Societies of PA

Purpose:

Federated Humane Societies of Pennsylvania (Federated) connects and represents Pennsylvania animal shelters and rescues, strengthens collaboration and professional resources, and advances informed statewide discussions about shelter services, municipal responsibilities, sustainable funding, and the importance of the essential animal services provided.

Position Overview:

The Administrative Director manages Federated's daily operations and implements strategic priorities under the direction of the President and Executive Committee. The role combines association administration duties, membership development, statewide outreach, public education, event management and coordination, legislative relationship-building, research, communications, fundraising support, and financial oversight. The Administrative Director serves as a primary point of contact for shelters, rescues, municipal associations, policymakers, funders, and partner organizations.

Federated is currently housed within the York County SPCA, which provides the organizational infrastructure, resources, and administrative support necessary to help the association grow and thrive. The Administrative Director will benefit from the experience, expertise, and operational support of the York County SPCA team, ensuring the tools and resources needed to successfully fulfill responsibilities while advancing Federated’s mission are provided. This relationship is designed to be a launching pad, with the long-term goal of establishing Federated as an independent entity once key strategic and financial milestones have been achieved.

York County SPCA and Federated’s member agencies are deeply committed to nurturing the association through its formative years and positioning it for long-term sustainability and success. For the right candidate, this is a rare and exciting opportunity to help build something truly special from the ground up. This position will be fundamental in shaping the direction of a growing statewide association, strengthening collaboration among animal welfare organizations, and creating a lasting impact for shelters, rescues, advocacy organizations, and the animals and communities they serve across Pennsylvania.

Essential Functions:

Organizational Administration and Daily Operations

• Manage the day-to-day administrative operations of Federated, ensuring that organizational activities, deadlines, communications, and projects are completed efficiently.
• Coordinate and schedule all meetings involving Federated, including Executive Committee meetings, outside agency meetings, and other stakeholder meetings.
• Serve as the primary administrative point of contact for members, prospective members, partner organizations, vendors, and the general public.
• Manage organizational email, telephone inquiries, correspondence, and incoming requests, directing matters to appropriate leadership when necessary.
• Provide regular progress updates to the President and Executive Committee, identifying completed activities, upcoming priorities, outstanding decisions, and potential challenges.

Membership Development and Member Services

• Develop, implement, and administer Federated's statewide membership program for Pennsylvania animal shelters.
• Maintain an accurate membership database and directory, including organizational contacts, geographic representation, membership status, and renewal dates.
• Develop recruitment materials, membership communications, informational packets, and presentations explaining the value of Federated membership.
• Coordinate member surveys, listening sessions, and individual conversations to identify operational challenges, resource needs, and legislative concerns.
• Establish and maintain opportunities for shelter-to-shelter communication, networking, information sharing, and professional collaboration.
• Identify and develop meaningful membership benefits, including educational opportunities, professional resources, partnerships, discounts, and access to relevant information.
• Monitor membership growth, retention, participation, and satisfaction, providing regular reports and recommendations to leadership.
• Assist with the implementation and administration of membership standards, ethical requirements, and organizational policies.

External Relations, Partnerships, and Statewide Outreach

• Represent Federated professionally in meetings, conferences, educational events, and discussions with organizations throughout Pennsylvania.
• Establish and maintain relationships with statewide municipal and professional associations, including organizations representing townships, boroughs, municipal managers, and other local government officials.
• Develop relationships with animal welfare associations, professional organizations, veterinary groups, academic institutions, and other potential partners.
• Identify organizations and individuals whose interests intersect with animal sheltering, animal control, municipal services, public health, and animal welfare.
• Initiate contact with prospective partners, arrange introductory meetings, and maintain consistent follow-up communications.
• Educate stakeholders about Federated's mission, Pennsylvania's animal sheltering system, and the services shelters provide to communities.
• Identify opportunities for collaborative projects, educational partnerships, shared resources, and organizational sponsorships.
• Maintain an organized stakeholder contact database documenting relationships, meeting histories, opportunities, and required follow-up.
• Coordinate participation in professional conferences, regional meetings, association gatherings, and other statewide networking opportunities.
• Develop relationships that increase Federated's visibility, credibility, membership participation, and opportunities for long-term organizational support.

Legislative Relations, Government Affairs, and Advocacy Support

• Establish and maintain professional, nonpartisan working relationships with Pennsylvania legislators, legislative staff, relevant committees, commissions, state agencies, and municipal officials.
• Coordinate introductory meetings and educational briefings with government officials to increase awareness of Pennsylvania's animal sheltering system.
• Monitor relevant legislation, policy discussions, government initiatives, and administrative developments affecting animal shelters and rescues.
• Research legislative proposals and prepare summaries, background materials, and informational reports for the President, Executive Committee, and Board.
• Maintain organized legislative files, including bill information, committee activity, stakeholder correspondence, research materials, and meeting notes.
• Coordinate with shelter leaders and other stakeholders to collect operational information, examples, and perspectives relevant to legislative discussions.
• Support leadership in identifying, developing, and implementing Federated's annual legislative priorities and organizational positions.
• Arrange meetings with legislative committees, research commissions, municipal associations, and other government-related organizations.
• Prepare educational presentations, briefing documents, testimony drafts, correspondence, and other materials for leadership review and approval.
• Coordinate approved advocacy activities, member communications, and stakeholder outreach in accordance with organizational policies and delegated authority.
• Explore opportunities for educational forums, legislative briefings, and collaborative discussions concerning animal sheltering and municipal responsibilities.
• Maintain accurate records of legislative outreach, meetings, correspondence, commitments, and follow-up activities.

Communications, Public Education, and Professional Presentations

• Manage Federated's public-facing communications to ensure consistent, accurate, professional messaging.
• Maintain and update the organizational website, including membership information, resources, organizational news, events, and educational materials.
• Manage social media platforms, develop content, monitor engagement, and coordinate responses to public inquiries.
• Prepare and distribute legislative updates, organizational announcements, and other recurring communications.
• Develop professional presentations, reports, educational materials, and informational resources for animal shelters, public education, legislators, municipalities, county representatives, and other associations.
• Coordinate media inquiries, interviews, public statements, and other external communications with organizational leadership.
• Develop materials that communicate the role of Pennsylvania animal shelters, their operational challenges, community services, and funding needs.
• Maintain a library of approved presentations, talking points, photographs, graphics, organizational branding, and communications templates.
• Monitor the effectiveness of communications and outreach efforts and recommend improvements.

Research, Data Collection, and Organizational Resources

• Conduct research concerning Pennsylvania animal shelter operations, municipal animal services, public funding, relevant legislation, and related statewide issues.
• Maintain and expand Federated's research materials, including state comparisons, policy summaries, reports, and informational resources.
• Develop and administer surveys and other methods for collecting information from shelters, rescues, municipalities, and relevant stakeholders.
• Compile and organize data concerning shelter services, operating expenses, municipal contracts, public funding, staffing, and other organizational needs.
• Review animal shelter and legislative data driving position statements and legislative priorities for accuracy, consistency, and appropriate documentation before distribution or publication.
• Prepare research summaries, informational reports, presentations, and briefing materials for leadership, members, funders, and other stakeholders.
• Identify gaps in available information and recommend additional research or data collection.
• Develop practical resources for member organizations, including templates, educational materials, professional guidance, and relevant funding information.
• Coordinate with subject-matter experts, professional associations, and partner organizations to strengthen research quality and resource development.
• Maintain an accessible organizational library of research, reference materials, and approved publications.

Financial Administration, Fundraising, and Organizational Development

• Work with the President, Treasurer, York County SPCA’s Finance Director, and Executive Committee to prepare, maintain, and monitor Federated's annual operating budget.
• Track organizational revenue, expenses, financial commitments, and progress toward established financial goals.
• Coordinate membership dues, donations, sponsorships, grants, event revenue, and other organizational income.
• Process approved invoices, reimbursements, and payments while maintaining accurate supporting documentation.
• Prepare regular financial summaries, budget comparisons, and reports for leadership review.
• Coordinate with York County SPCA’s Finance Director and Federated’s contracted CPO/ business consultants concerning bookkeeping, tax filings, financial reviews, audits, and reporting requirements.
• Maintain required organizational registrations, charitable filings, licenses, and related administrative records.
• Research potential grant opportunities and determine eligibility, deadlines, funding priorities, and application requirements.
• Prepare grant proposals, letters of inquiry, budgets, supporting documentation, and required reports with support of York County SPCA’s Grant Writer
• Identify prospective donors, sponsors, foundations, and other funding partners.
• Develop and maintain relationships with individuals and organizations interested in supporting Federated's mission.
• Assist in developing sustainable revenue opportunities, including membership growth, sponsorships, donations, educational programming, grants, and other approved initiatives.
• Monitor the financial performance of organizational programs and events and recommend adjustments when necessary.
• Support long-term financial planning and organizational sustainability.

Governance, Strategic Planning, and Events

• Maintain organizational governance records, including bylaws, policies, Board rosters, committee assignments, and meeting documentation.
• Assist leadership with Board recruitment, orientation, committee development, and organizational governance procedures.
• Support the development, implementation, and regular review of Federated's Strategic Plan.
• Translate strategic objectives into actionable projects, timelines, and measurable performance goals.
• Monitor progress toward membership, outreach, financial, partnership, and program-development objectives.
• Prepare quarterly strategic progress reports and recommend adjustments to organizational priorities.
• Coordinate the planning and execution of Federated's statewide annual summit, educational programs, regional meetings, and other approved events.
• Manage event-related planning, including venues, speakers, registration, sponsorships, budgets, communications, schedules, and logistical arrangements.
• Evaluate event attendance, financial performance, participant feedback, and opportunities for future programming.
• Identify potential organizational growth opportunities and present recommendations to leadership for consideration.
• Assist with the development of annual operating plans, organizational budgets, and long-term strategic initiatives.

Essential Skills:

• A genuine commitment to animal welfare, the mission of Federated, and the essential services provided by Pennsylvania's animal shelters and rescues. Demonstrates an understanding of the challenges facing these organizations and a desire to strengthen their long-term sustainability.
• A self-motivated individual who can work independently, identify opportunities, develop new programs and relationships, and take projects from concept through successful implementation with limited supervision.
• Ability to understand and be passionate about the organization's long-term vision, establish priorities, develop actionable plans, and make recommendations that support Federated's growth and statewide influence.
• Exceptional organizational skills, attention to detail, and the ability to manage multiple projects, deadlines, and stakeholders simultaneously.
• Exceptional interpersonal skills and the ability to establish trust, build partnerships, and maintain productive relationships with diverse stakeholders, including shelter leaders, municipal officials, legislators, funders, and professional associations.
• Confidence and professionalism in representing Federated at conferences, meetings, public events, and educational presentations. Ability to communicate complex issues clearly and persuasively to audiences with varying levels of familiarity with animal sheltering.
• Strong writing, editing, analytical, and research skills. Ability to develop professional correspondence, reports, presentations, grant proposals, educational materials, and policy briefs supported by accurate information.
• Ability to develop and implement membership programs, recruit and retain members, identify revenue opportunities, establish organizational partnerships, and create meaningful benefits that encourage long-term participation.
• Understanding of nonprofit budgeting, financial reporting, revenue development, and responsible stewardship of organizational resources. Ability to monitor budgets, evaluate expenses, and contribute to financial sustainability.
• Resourceful and solutions-oriented, with the ability to adapt to changing priorities, identify obstacles, and develop practical solutions in a growing organization.
• Ability to work effectively with an Executive Committee, Board of Directors, volunteers, and organizations with differing priorities or perspectives. Demonstrates patience, professionalism, and the ability to identify common goals.
• Comfortable learning and using digital tools and artificial intelligence for website management, social media, databases, virtual meetings, financial tracking, presentations, and organizational recordkeeping.
• Demonstrates curiosity, willingness to learn, openness to feedback, and the motivation to assume increasing leadership and executive responsibilities as Federated develops.

Education or Experience:

• Demonstrated nonprofit, association, program, or animal-sheltering management experience. Proven experience in nonprofit management and/or shelter management preferred.
• Experience with animal services as it relates to nonprofit animal shelters and/or rescues in the commonwealth of Pennsylvania.
• Strong writing, public speaking, presentation, stakeholder engagement, and professional relationship-building skills.
• Ability to prepare accurate, accessible materials for legislative, municipal, member, funder, and public audiences; legislative or public policy experience preferred.
• Experience with membership programs, event and conference planning, sponsorships, grants, and basic financial reporting.
• Proficiency with Microsoft Office, accounting or donor/member databases (including QuickBooks or similar), websites, social media, and collaborative record systems.
• Excellent organization, independent project management, discretion, and ability to manage competing deadlines.

Working Conditions and Environment:

• This position is a hybrid position consisting of approximately 60-80% remote and 20-40% travel to York County SPCA, Harrisburg, and meetings, conferences, and partner organizations across Pennsylvania. On-site requirements will vary, with some periods requiring more or less physical presence based on current projects and objectives.
• This hybrid position typically works Monday through Friday, 8:30 am – 4:30 pm. This position will require occasional weekend and evening work. Flexibility and willingness to adjust normal working hours to accommodate the needs of the job are necessary. The York County SPCA will provide a flexible work schedule to compensate for evening and weekend work to ensure a healthy work/life balance.
• Will require periodic statewide travel for conferences, events, shelter and stakeholder visits, and legislative or municipal outreach.
• Willingness and ability to travel in a personal vehicle.
• Potential for exposure to environmental conditions that include working near and caring for animals. A variety of animals visit the office nearly every day.
• Subject to animal bites and scratches while handling animals; exposure to zoonotic diseases possible during shelter tours.
• Must be able to stand, walk, sit, talk and hear, stoop, bend, squat, kneel, grasp, grip, put fingers together firmly and reach above and below shoulder level and lift, push or pull 40 pounds for situations of moving and lifting materials or supplies, repetitively use hands to operate computers; flex the neck upward and downward; twist the neck and the waist. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Salary and Benefits – this position is housed with the York County SPCA

• $60,000 – $75,000 per year, paid biweekly; direct deposit available.
• Health insurance allowance provided, with the option to select an individual plan based on personal preferences. The allowance amount varies by age and typically covers most, if not all, health insurance costs.
• Company paid dental and vision insurance.
• Company paid life and short-term disability insurance.
• The York County SPCA offers retirement benefits with a dollar-for-dollar match up to a maximum of three percent (3%) of your salary per year. The organization offers a SIMPLE IRA.
• 216 hours of Paid Time Off per year plus six holidays. Paid Time Off will begin accruing after 90 days of employment.
• Continuing education allowance as determined by the President.