Puppy Jake Operations Specialist

Puppy Jake Operations Specialist

Position Summary
The Operations Specialist supports the daily coordination and administrative systems that keep Puppy Jake Foundation’s service dog training program running efficiently. This role ensures that dogs in training remain on track through accurate record keeping, timely communication, and strong support of foster and volunteer processes.

Puppy Jake Foundation owns and shares space with Canine Craze, a pet dog training facility. As part of this shared environment, this position also provides occasional front desk support at Canine Craze, contributing to a welcoming and organized experience for clients and visitors.

This role also provides administrative and coordination support to organizational leadership, including the CEO and Board of Directors. The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, and exercises discretion when handling sensitive information while supporting a mission-driven team focused on the continued training of service dogs for veterans.

Key Responsibilities

Veterinary Compliance & Scheduling Support

• Track and monitor all required veterinary care for dogs in training, including vaccinations, wellness exams, and preventative treatments
• Send timely reminders to fosters regarding upcoming appointments and required care
• Maintain accurate and up-to-date veterinary records for each dog
• Follow up on missing documentation and ensure compliance with program standards

Dog Records & Documentation Management

• Organize and maintain individual dog folders (digital and/or physical)
• Ensure all documentation is complete, current, and properly filed
• Work closely with trainers and team members to collect evaluations, training updates, and required forms
• Maintain consistent and reliable record keeping systems across the program

Volunteer Application & Onboarding Support

• Manage incoming volunteer applications and track progress through the approval process
• Communicate with prospective volunteers and provide clear next steps
• Coordinate with staff to schedule interviews, orientations, and onboarding activities
• Ensure all required paperwork, training materials, and documentation are completed prior to volunteer placement

Operational Coordination

• Support day-to-day administrative and operational needs across the organization
• Help maintain clear and timely communication between team members, fosters, and volunteers
• Identify opportunities to improve systems, workflows, and organization
• Assist with special projects and program needs as assigned
  

Executive & Board Support

• Provide administrative support to the CEO as needed
• Assist with basic accounting tasks such as data entry, invoice tracking, and expense organization
• Help prepare internal reports, materials, and documents
• Support board-related activities including meeting preparation, document organization, and communication coordination
• Assist with compiling board packets and maintaining organized records of board materials
• Handle sensitive information with a high level of professionalism and confidentiality

Front Desk Support (Canine Craze)

• Provide occasional front desk coverage at Canine Craze as needed
• Greet clients, assist with check-ins, and answer basic questions
• Maintain a professional, welcoming, and organized front desk environment
• Coordinate with the Canine Craze team to ensure smooth daily operations during support shifts

Qualifications

• Strong organizational skills with exceptional attention to detail
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• High level of discretion and professionalism when handling sensitive or confidential information
• Clear and professional communication skills (written and verbal)
• Comfortable working with databases, spreadsheets, and digital record systems
• Ability to work both independently and as part of a team
• Experience in administrative support, nonprofit operations, or animal care settings preferred

Preferred Attributes

• Interest in or familiarity with dog training, animal care, or service dog programs
• Experience working with volunteers or managing application processes
• Strong problem-solving skills with a focus on improving efficiency and organization
• Ability to adapt and shift priorities as organizational needs evolve
  
  

Compensation & Benefits

• Pay Range: $18–$24 per hour, based on experience and qualifications
• Schedule: Full-time or part-time opportunity depending on candidate fit and organizational needs

Benefits may include:

• Paid time off (PTO)
• Paid holidays
• Health insurance and retirement plans
• Flexible scheduling where possible
• Opportunities for professional development and growth
• A collaborative, mission-driven work environment

Work Environment & Schedule

• Based in Des Moines, Iowa
• Puppy Jake Foundation owns and shares space with Canine Craze, a pet dog training facility, creating a collaborative and active working environment
• Combination of office-based work and occasional front desk support at Canine Craze
• Schedule may include some flexibility based on operational needs

Position Impact
This role directly supports the continued training of service dogs for veterans by ensuring that each dog’s care, records, and support network are managed with consistency and attention to detail. Through strong organizational support and coordination, the Operations Specialist helps create the structure needed for long-term success across the program and the organization as a whole.