Join Our Team

Position

Pet Health Clinic Coordinator

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Type of Role

Part Time (16 - 25 Hours / week)

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Location

245 Dartnall Rd (some offsite locations for clinics)

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Compensation

$18.00 – $22.00 per hour based on experience

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Reports To

Director of Community Veterinary Services

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About the HBSPCA

The Hamilton/Burlington SPCA (HBSPCA) is dedicated to promoting animal welfare and providing accessible veterinary care to our community. Through our Pet Health Outreach Clinics, we offer essential preventative healthcare services to pet guardians facing financial challenges. Our mission is to bridge the gap in veterinary care, ensuring every pet receives the attention they deserve. Learn more about our clinics here.

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Working at the HBSPCA

• We are a growing team of animal lovers.

• We get things done at a fast pace and love tackling new and exciting ideas.

• We believe in empowering people—we want to empower you to do your job and watch you lead your team.

• We do best when collaborating, and it’s important that everyone’s voice is heard.

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Position Overview

The Pet Health Clinic Coordinator plays a pivotal role in the successful execution of our Pet Health Outreach Program. This position combines administrative responsibilities with on-site coordination at various clinic locations. The ideal candidate is organized, compassionate, and committed to enhancing the well-being of pets and their guardians in our community.

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Key Responsibilities

Administrative Duties:

• Manage clinic scheduling, including booking appointments and coordinating with veterinary professionals.

• Maintain accurate records of clinic services, client information, and inventory.

• Handle communications with clients, addressing inquiries and providing necessary information.

• Ensure compliance with HBSPCA policies and procedures.

On-Site Clinic Coordination:

•Oversee the setup and breakdown of clinic sites, ensuring all equipment and supplies are prepared.

•Coordinate with veterinary staff and volunteers to facilitate smooth clinic operations.

•Assist in the administration of services, including exams, vaccinations, microchipping, flea prevention, and deworming.

•Ensure a welcoming and supportive environment for clients and their pets.

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Qualifications

• Minimum of 3 years of experience in animal care or a related field.

• Strong organizational and multitasking skills.

• Excellent interpersonal and communication abilities.

• Proficiency in Microsoft Office Suite and basic office equipment.

• Valid driver’s license and access to a personal vehicle.

• Ability to work flexible hours, including evenings and weekends, as needed.

• Passion for animal welfare and commitment to HBSPCA’s mission.

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Working Conditions

• Combination of office work and travel to various clinic locations within Hamilton/Burlington.

• Physical requirements include lifting supplies and assisting with animal handling.

• Exposure to animals of various temperaments and health conditions.

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Why Join the HBSPCA?

• Employee Assistance Program

• Access to staff pet food program (discounted retail prices)

• Access to staff veterinary services program

• An environment always filled with adorable animals

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How to Apply

Interested candidates are invited to submit a resume and cover letter detailing their qualifications and passion for animal welfare to careers@hbspca.com. Please include "Pet Health Clinic Coordinator Application" in the subject line.

Please be aware that once you submit your resume or application, your information will be retained for 5 years as per Ministry of Labour Employment requirements 2025. If you are selected for an interview, your information will also be kept on file that you either were interviewed and declined or interviewed and selected. This is also a requirement of the Ministry of Labour to maintain a list of all candidates that applied for the role even if they are not hired. Finally, we do not use AI technology to review, assess and select candidates as of July 1, 2025. Only those selected will be contacted for an interview.

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Diversity, Equity, and Inclusion

The HBSPCA is an equal opportunity employer that actively supports diversity, equity, and inclusion. We welcome applications from candidates of all backgrounds and lived experiences. If you require accommodation during any stage of the recruitment process, please contact your interview lead for assistance.

Position

Senior Development Associate Raisers Edge & Data Services

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Type of Role

1 Year Contract (12 Month) Option for Full Time
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Hours

Full-Time

Monday - Friday 9:00am - 5:00pm

Evening and weekend availability required for events and sponsor functions

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Focuses

• Data Entry and Reporting – Managing data entry, generating reports, and ensuring data integrity

• Gift Processing - Overseeing the processing of donations and gifts

• Supervision – Coordinating and supervising staff involved in data management and gift entry

• Best Practices – Ensuring best practices in gift processing and data management

• Staff Training – Responsible for all training for external department and volunteers

• Portfolio Management – Responsible

• Software Integration – Responsible for the successful integration of external web

platforms with Raisers Edge and All Programming

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Locations

175 Longwood Road S. McMaster Innovation Centre (Primary Location)

245 Dartnall Road (Secondary Location)

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Compensation Schedule

Base Salary $60K to $75K (Based on Experience)

Annual Performance Incentives (Based on Identify Deliverables in a 12 Month Period

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Reports To

Director of Data Systems, Information, Privacy & Architecture & President and Chief Executive Officer

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About the Hamilton/Burlington SPCA

At the Hamilton/Burlington SPCA (HBSPCA), we are always Pet First. Since 1887, we've advanced the humane treatment of animals through collaboration, education, services, and partnerships. As one of Ontario's most progressive and community-driven animal welfare organizations, our mission is keeping people and pets together---while supporting over one million animal interactions annually. Learn more at www.hbspca.com. The HBSPCA is currently in their first year of a 3 year strategic plan, in the initial stages of a $30 Million dollar Capital Campaign, and the full launch of our Community Pet Health Outreach Clinic programming the largest in Ontario, providing over 125 Clinics annually, supporting rural communities and providing Food to over 1 Million Animals in the Province.

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The Opportunity

The HBSPCA is seeking a highly organized, proactive, and adaptable associate that thrives to provide direct support to our Director of Data Systems, Information, Privacy & Architecture & President and Chief Executive Officer and contribute to the overall efficiency of the organization. This role is essential in ensuring the Director of Data Systems, Information, Privacy & Architecture & President and Chief Executive Officer can focus on strategic initiatives by expertly managing administrative functions, maintaining clear and effective communication, and facilitating coordination across multiple departments. The data associate will play a key role in supporting the organization and supporting special projects in a dynamic, mission-driven environment.

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Department Objectives

• Serve as backup to Director, Learn and become proficient in all department software: Raiser’s Edge, NXT.

• Perform significant data cleanup projects.

• Monitor and continuously update robust and complex database and ancillary software.

• Keep abreast of software upgrades and update by monitoring communication from core software organizations.

• Keep up to date with all fundraising initiatives (internal and external) to ensure proper “back-end” structure and analysis reporting.

• Export donor and gift data for direct mail program. Import results from direct mail vendor.

• Perform regularly schedule audits of system structure.

• Monitor all gift input to ensure proper gift coding.

• Monitor all new record creation after direct mail acquisition campaigns.

• Identify all fundraising platforms used to transfer individual and corporate donations. Facilitate and oversee the process of entering all soft credits in the database. Ensure all soft credits are added timely and accurately. Report ongoing progress to the Director.

• Assist with incoming phone calls to the department.

• Open to shift or acquire new job duties as business needs change and develop.

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Primary Duties

Supervision

• Provides direct supervision of volunteer support members.

Data Systems Management

• Provides direct oversight of all data information systems (Pet Points, Raisers Edge, Shopify, Fundraise Up) ensuring staff training, security configurations, data quality standards, and system configurations align with best practice, maintain compliance, and meet operation and reporting needs.

• Assists with configuration, troubleshooting and integration of administrative data systems (Third Parties – Shopify, Web flow, Constant Contact, Pet Points, Volunteer Software)

• Ensures data security policies and procedures align with best practices and all data security protocols are implemented consistently in all internal and external data systems, and all other systems used for capturing and reporting and data sharing.

Reporting

• Works with the leadership of the organization to establish, collect, and use key program indicators to measure program outcome metrics and other measures of success in support of the organization’s efforts to deliver on its commitment to high quality services.

• Leads the process of developing and maintaining reporting systems, including configuration, security settings, and ongoing dashboard reporting that meet the needs of program and organization leadership.

• Oversees timely completion of all grant and program reporting.

Evaluation

• Supports the organization and program evaluation process by leading the creation and analysis for various assessment and survey tools to providing insights into organization performance, stakeholder experiences, quality improvement, and strategic goal setting.

• Works with program and administrative staff to develop annual priority indicators and create systems for monitoring and reporting on these indicators.

• Supports program and department staff with external audits, as needed.

Quality Improvement

• Identifies and mitigates quality and regulatory risks in collaboration with stakeholders.

• Develops, implements, and manages an organization-wide quality improvement and assurance program that systematically leverages data and continuous evaluation to inform organizational decisions, meet best practice standards, and/or improve quality of services and user experience.

• Supports continuous improvement of regulatory and quality systems policies and procedures, maintaining systems for ongoing staff feedback and the delivery of staff training in support of quality improvement processes.

• Establishes and uses program and departmental metrics to support the organization’s efforts to deliver on its commitment to high quality services and support appropriate accountability within the organization.

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Secondary Duties

• Ensures systems training for staff on data, performance management processes and procedures are in place and are being delivered effectively.

• Works collaboratively with leadership to ensure that systems are implemented and ensure integration of performance management into the overall culture of the organization.

• Collaborates with the leadership of the organization and consultants to support the identification of opportunities for improving programmatic and operational effectiveness through process and systems improvement.

• Attends staff meetings to discuss outcomes and to engage staff in discussions of the use of data to evaluate program and departmental effectiveness and guide strategic decision making.

• Works collaboratively with the Directors to ensure that outcome data is well presented and able to be interpreted.

• Attends key meetings and assists the organization in representing the mission and interests of the HBSPCA to external groups, organizations and service providers.

• Meets directly with the Director to review progress in key areas, and advise of any needs, trends, or other issues related to programs and services.

• Attends Organization meetings and gatherings.

• Other duties as assigned within the scope of the position.

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Our Ideal Candidate:

• 5 -10 Years of Successful Implementation and execution of Raisers Edge

• Or IT professional who is interested in learning web applications

• Strong Data Analytical Analysis Skills

• Strong organizational and time-management skills

• Detail oriented with the ability to prioritize and manage multiple projects simultaneously in a changing environment

• Excellent written and verbal communication skills

• Ability to write reports, business correspondence, and policies/procedure documents

• Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization

• Experience researching, summarizing, and analyzing data to support and build reports, presentations, and special project requests

• Advanced proficiency in Microsoft Office suite of programs, including Outlook, Work, Excel, and PowerPoint

• Unquestionable integrity and absolute discretion with confidential and sensitive information

• Proven ability to operate professionally and with consistently high standards of excellence

• Ability to think critically and to exercise independent and sound judgment in anticipating needs and taking initiative

• Must have a valid Ontario “G” driver’s license and access to a reliable vehicle

• Ability to work evenings and weekends as needed

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What we Offer

• Matching Pension Plan

• Competitive Vacation to Start

• Competitive Salary

• Group Insurance Benefits

• Employee Assistance Program

• Annual Professional Development opportunities

• Animal Friendly Work Environment

• Discounted veterinary services and pet food programs

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How to Apply

Please submit your resume, a cover letter and 2 letters of reference from your direct Supervisor, and your available start date in confidence to: careers@hbspca.com

Please be aware that once you submit your resume or application, your information will be retained for 5 years as per Ministry of Labour Employment requirements 2025. If you are selected for an interview, your information will also be kept on file that you either were interviewed and declined or interviewed and selected. This is also a requirement of the Ministry of Labour to maintain a list of all candidates that applied for the role even if they are not hired. Finally, we do not use AI technology to review, assess and select candidates as of July 1, 2025. Only those selected will be contacted for an interview.

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Interview Process:

Phase 1 -- 15 Minute Introduction / Role Discussion High Level

Phase 2 -- 30 to 45 Minute One on One Interview with the President and CEO

Phase 3 -- 15 to 30 Minute Discussion with the Chair of the Board or Senior Leadership Team

Phase 4 -- Selection of Candidate

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Diversity, Equity, and Inclusion

The HBSPCA is an equal opportunity employer that actively supports diversity, equity, and inclusion. We welcome applications from candidates of all backgrounds and lived experiences. If you require accommodation during any stage of the recruitment process, please contact your interview lead for assistance.