Coordinator, People & Culture at Oregon Humane

About Oregon Humane

Founded in 1868, Oregon Humane is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness and respect. With campuses in Portland and Salem, Oregon Humane is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we’re creating an ecosystem where all of us – animals and humans – feel safe, valued and part of something bigger.

The Team

The People & Culture team is a multifaceted and dedicated group that plays a crucial role in shaping our organization's culture and ensuring the well-being of our employees, volunteers, and community. Comprised of experts in human resources, safety, emergency response, community education, volunteers, facilities, and learning and development, our team works tirelessly to foster a safe, inclusive, and supportive environment for our organization, reflecting our core values and commitment to our community.

The Position

The Coordinator, People & Culture serves a critical role within the P&C team, supporting core functions across Talent Acquisition, People Operations, Learning & Development, and Wellness. Within Talent Acquisition, the Coordinator will assist with phone interviews, coordinating panel interviews, ensuring accurate record keeping, and running our first-day orientations for new staff. Across the broader P&C Team, they will assist with managing our shared inboxes, routing requests to the appropriate team member, supporting employee engagement events, database management, assisting various people operations projects, and other responsibilities as needed.

They are an ambassador for Oregon Humane, providing a welcoming, inclusive, and engaging experience for applicants, candidates, and new hires across the organization. Our People & Culture team is nimble and adaptive to meet the changing needs of our organization.

Eligible Benefits

We are committed to creating a better future for pets, and we work hard to achieve our goals while offering a rewarding workplace including competitive benefit packages to our employees.

• Medical/Dental/Vision

• Paid Time Off + Sick Time + Holidays

• 401(k) with employer match

• Professional Development Opportunities

• One free Oregon Humane adoption / year

• Perks & Discounts

Essential Responsibilities

PERSONAL LEADERSHIP

• Consistently strives to exceed expectations; demonstrates flexibility, resilience, and the ability to maintain positive relationships and composure, even under difficult circumstances.

• Maintains high ethical standards, including exhibiting behaviors and actions that embrace and align to our organization and customer service values, while treating all people with respect and dignity.

• Demonstrates an awareness of your individual personal strengths and development needs, modeling non-defensive behavior and openness to feedback; builds a culture of feedback and learning.

LEARNING

• Contributes to regular dialogue and accountability with the leadership team and across the organization to review progress and course correct if necessary.

• Utilizes data and insights to identify, understand and articulate the key inputs and metrics that tell the story of the organization/team strategy and its progress.

• Builds appropriate feedback loops to measure if we are meeting key milestones and if the impact planned is being felt across the organization.

INFLUENCE & REPRESENTATION

• Communicate effectively to executive and other stakeholder groups to ensure they are informed and able to actively engage.

• Liaise with and maintain productive relationships with all stakeholders, including other departments, and donors; build mutually rewarding professional relationships inside Oregon Humane at all levels.

• Leverage our best practices externally and grow Oregon Humane’ reputation as a leader in the animal welfare space.

PRIMARY RESPONSIBILITIES

Talent Acquisition

• Manage aspects of the recruitment process including pre-screening, on-site interviews, reference checks, and offers, primarily for early-career Operations, Administrative, and veterinary medicine roles.

• Work with hiring managers to coordinate and schedule panel interviews

• Work with hiring managers to maintain accurate and complete interview records.

• Update the Applicant Tracking System (ATS), coordinate background verifications aligned with the organizations processes and manage all follow-up communications.

• Prepare and process hiring documentation (e.g., consulting agreements, orientation communication) in collaboration with other members of the People & Culture team.

• Assist with maintaining document libraries, supporting regular audits and reviews to make sure our SOPs are up-to-date

• Adhere to and enforce OH hiring policies and best practices for both themselves and those involved in the interview process

• Expand our talent pipeline by posting roles to mission-aligned boards and organizations

• Communicate with candidates from the offer stage until their first day, answering questions, and providing a seamless transition.

• Conduct & run employee first-day orientation for early-career staff, ensuring a welcoming and engaging employee experience. Activate Employee badges. Act as backup for Salem orientation if needed.

• Support other talent acquisition projects as needed

People & Culture

• Manage the P&C Inbox, routing tasks to various team members and ensuring timely follow-up on requests

• Identify and document urgent requests and ensure that the appropriate team member has all the details to act. Follow-up on requests with incomplete information

• Document any trends or repeated issues and escalate those to the appropriate team member

• Support P&C Interns – provide supervision and distribution of tasks.

• Support the People Partner team with various People & Culture administrative projects

• Learn and utilize our Human Capital Management (HCM) system – including updating various employee fields and running reports for accuracy

• Record meeting notes from P&C Team meetings

• Working with our Manager, P&C and Specialist, P&C: provide support to our wellness program, including staffing our Portland-based Wellness events

• Assist with internal and external People & Culture engagements (ex: open enrollment, staff appreciation, local job fairs)

SUPERVISOR RESPONSIBILITY

Supervises: Occasionally Volunteers or Interns

ACCOUNTABILITY

Reports Directly To: Program Manager, Talent Acquisition

Often Engages Directly With: People & Culture, Hiring Managers, OH employees / volunteers

Minimum Qualification & Transferable Skills

We are interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We welcome applicants who bring a diversity of identity, culture, experience, perspective and thought. We encourage you to apply, even if you do not believe you meet every one of the qualifications described. You are also encouraged to address how your professional and lived experience, scholarship, mentorship and/or service will contribute to the Oregon Humane.

• 1 year of experience in customer service, client support, HR, or other public-facing / people-supporting role

• Ability to effectively time-manage for both oneself and others.

• Curiosity and willingness to learn

• High-level of attention to detail

• Ability to work both collaboratively and autonomously, depending on project or task

• Adaptable and able to respond to changes or urgent requests

• Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff and volunteers.

• Proficiency using the Microsoft Office Suite, including Outlook, Word, Excel.

• Excellent verbal and written communication skills - able to communicate with a diverse population in a consistently informative, respectful and professional manner.

Preferred but not required

• Bilingual in Spanish

• Experience in HR, Wellness, Administrative Assistant, or other people-support functions

Work Environment Conditions & Physical Requirements

This position interacts and collaborates will all levels of the organization, including Oregon Humane staff, executive team members, donors, general public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success. Communication must be clear, understandable, professional and respectful in all circumstances.

WORKING CONDITIONS

• Work is performed in an office and medical center/animal shelter environment.

• Travel between the two campuses may be required on a monthly basis.

• Working at both campuses may be required.

• Occasional weekend and evening work may be required.

• Animal contact and related injuries may occur.

• Noise exposure varies and sometimes includes uncontrolled barking and other animal vocalizations.

• Pace of work is active and demanding, requiring a high degree of multitasking and ability to adapt to changing priorities while managing concurrent projects/tasks to completion.

• Contact with angry or emotional people may occur.

PHYSICAL REQUIREMENTS

• Occasional lifting and moving of inanimate objects weighing up to 50 lbs.

• Occasional pushing and pulling of carted items weighing up to 150 lbs.

• Occasional moving items above shoulder level.

• Occasional use of hands and arms at or above shoulder level.

• Prolonged standing, sitting and/or stooping may occur.

• Occasional climbing and bending.

• Must be able to lift, move, restrain, guide, or manage an animal weighing up to 150 lbs. on a leash on an occasional basis.

• Must be able to remain in a stationary position for prolonged periods.

• Ability to respond and perform life saving techniques in an emergency.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds and ways of thinking, we are better able to leverage the collective power of our teams and address and overcome complex challenges and barriers. We strive for a culture of integrity, respect and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams. We recognize that striving for diversity, equity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Oregon Humane is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives and skills so that we can be collectively stronger and have sustained impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group.

At-Will Employment

This position description in no way states or implies that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.