Description

Job Title: Operations and Administrative Coordinator

Reports to: Executive Director

Supervises: None

Classification: Full-time hourly position

Salary: Competitive and based on experience

WildCare Oklahoma is a nationally recognized nonprofit organization that provides wildlife and conservation education, technical assistance in resolving human animal conflicts, medical and rehabilitative care to ill, injured, and orphaned wildlife, and members of the public a place to bring native wildlife struggling to survive with the goal of releasing healthy individuals back to nature. WildCare Oklahoma is the largest wildlife rehabilitation and education facility in Oklahoma and one of the largest in the US admitting over 9,500 of Oklahoma’s injured, ill, and orphaned wildlife each year. Over 230 species are brought to WildCare annually comprising mostly bird and mammal species, with some reptiles and amphibians represented.

Position Summary:

The Operations and Administrative Coordinator supports the daily functioning of a busy wildlife rehabilitation and conservation education center by helping with administrative systems, development support, financial processing, operational logistics, and potentially human resources administration. This role focuses on the behind-the-scenes work that keeps the organization running smoothly. The position handles many of the day-to-day administrative responsibilities currently managed by the Executive Director, allowing leadership to focus on fundraising, partnerships, communications, and organizational growth.

The work environment is nontraditional and dynamic, involving collaboration with wildlife care staff, educators, volunteers, and public visitors. While the position does not involve direct animal care, the successful candidate must be comfortable working in a wildlife-focused organization.

This role is ideal for someone who enjoys creating order, maintaining systems, and ensuring that operational details are handled efficiently in a mission-driven environment.

Duties and Responsibilities:

 Administrative Operations

• Coordinate the day-to-day administrative operations of the organization.
• Maintain internal systems that support efficient workflows and communication.
• Track administrative tasks and ensure follow-through across departments.
• Assist in identifying operational issues and communicate them to the Executive Director when appropriate.
• Fulfill gift shop orders.
• Co-manage executive director’s schedule.

Resource Development

• Help with behind-the-scenes logistics for events, attendance tracking, and other detail-related tasks necessary to plan and execute a wide range of engaging events that create more support for WildCare Oklahoma.
• Research grant opportunities in coordination with the CRM Manager/Development Associate and contribute to the grants tracking document.
• Update CRM with accurate information when discovered in coordination with the CRM Manager/Development Associate.
• Manage donor thank you letters and receipts.
• Assist with other donor recognition tasks as developed and defined by the Executive Director.
• Manage Facebook fundraiser acknowledgements.

 Financial Administration

• Manage bookkeeping tasks and maintain financial records.
• Process invoices and pay bills; Executive Director will be the signatory on checks to maintain separation of duties.
• Track operational expenses.
• Assist the Executive Director with budgeting documentation and financial reporting.

 Records & Documentation

• Maintain organized records for operations, HR, and financial documentation.
• Manage document storage systems and ensure accurate recordkeeping.
• Prepare internal reports and administrative summaries when requested.

 Inventory & Purchasing

• Order veterinary, animal care, office supplies, operational materials, and program supplies in collaboration with staff.
• Manage files and inventory relationship spreadsheet. Negotiate with suppliers for lower prices when appropriate.
• Maintain inventory systems and track supply needs.
• Ensure forms and printed materials remain stocked.

Board Administration

• Take and maintain board meeting minutes.
• Assist with preparation of board packets and meeting materials.

Volunteer & Educational Program Logistics

• Coordinate logistics for volunteer orientation and training.
• Assist with preparation of educational materials and printing of program booklets.
• Provide administrative support for community education events.

Media and Communications

• Develop and keep updated the media list (print, television, and radio).
• Help with the distribution of press releases and PSAs.
• Help update website and respond to social media comments to help drive traffic to the sites.
• Other duties to be assigned depending on writing skills.

Requirements

Qualifications/Requirements:

• Extremely strong organizational and administrative skills.
• Experience managing multiple tasks and deadlines.
• Strong attention to detail and strong documentation practices.
• Strong written and verbal communication skills.
• Proficiency with common office software and database systems.
• Comfort with working in a nontraditional work environment, which is extremely high paced.

Preferred:

• Experience working in a nonprofit organization.
• Experience with resource development support activities.
• Events coordination.
• Experience coordinating volunteers or programs.
• Comfort working in a nontraditional workplace environment.

General Competencies:

Attendance and Dependability - Consistently at work and on time. Follows instructions and responds to management direction. Provides consistent, timely, high-quality work. Follow through on commitments. Uses time efficiently. Takes responsibility for own actions.

Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.

Diversity - Enthusiastically works with all employees, regardless of race, ethnicity, gender, sexual orientation, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and sensitivity to cultural and individual values.

Ethics - Tells truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.

Teamwork - Listens and responds constructively to others' views. Gives and welcomes feedback. Helps others when they need it. Share expertise. Acknowledges others' effort and contribution. Puts the success of the team above their own interests. Creates a positive work environment.

Essential Functions, Physical Demands and Work Environment:

The majority of WildCare’s facilities are outdoors. Therefore, candidates for this job must be able to:

• Maintain calm and professional demeanor, working with members of the public.
• Ability to multitask and maintain organization if multiple admissions are happening simultaneously.
• Walk on uneven, natural terrain.
• Potential exposure to isoflurane, x-rays, hazardous chemicals, zoonotic and other contagious diseases, and medical drugs.
• There will be computer work.

WildCare Foundation is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All applicants will be considered without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

To apply, please address your cover letter explaining the reasons you are qualified for this position, list of 3 references, and resume to: hiring@wildcareoklahoma.org.

Ideally, the candidate would be ready to onboard by April 27th, 2026.