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Time Commitment: ~4–8 hours weekly, depending on transport requests, new intakes, and volunteer activity

Commitment Length: 1 year, with opportunity to extend

Reports to: Volunteer Manager

Overview of Tasks

• Coordinate transportation for dogs entering rescue, veterinary appointments, events, supply pickups, and other approved transport requests.
• Match transport requests with available volunteer drivers and ensure requests are filled efficiently.
• Communicate transport schedules, updates, and changes with volunteers and internal teams.
• Review transport volunteer applications and support onboarding, training, and orientation.
• Provide ongoing support, guidance, and recognition to transport volunteers throughout their volunteer journey.
• Monitor and respond to transport-related emails and maintain accurate volunteer and transport records.
• Track volunteer participation, mileage, and assist with parking reimbursements where applicable.
• Collaborate with intake, veterinary, placement, events, and operations teams to coordinate transportation needs.
• Help improve transportation processes, scheduling systems, and volunteer coordination as the organization grows.
• Ensure every transport is organized with a focus on safety, clear communication, and a positive volunteer experience.

Required Skills

• Strong organizational and scheduling skills
• Excellent written and verbal communication
• Ability to coordinate multiple priorities simultaneously
• Strong relationship-building and volunteer support skills
• Comfortable working independently while collaborating across teams
• Problem-solving and adaptability in a fast-paced environment
• Proficiency with Google Workspace and spreadsheets
• Familiarity with Slack and email communication

Desired Experience

• Experience coordinating volunteers, logistics, scheduling, or operations
• Experience onboarding, training, or supporting volunteers is an asset
• Familiarity with Mailchimp or similar email communication platforms is beneficial
• Experience working in a nonprofit, volunteer-driven, or animal welfare environment is an asset
• Passion for animal rescue and building strong volunteer communities

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Time Commitment: ~5 hours weekly, depending on organizational activity and month-end requirements

Commitment Length: Until April 2027. The role will be reviewed at that time.

Reports to: Executive Director (this reporting structure may evolve as organizational roles develop)

The Expense Administrator is responsible for supporting the day-to-day expense administration of Save Our Scruff. This role ensures organizational expenses are accurately documented, approved, organized, and prepared for bookkeeping while maintaining efficient financial processes across the organization.

Working closely with SOS team members and our external bookkeeper, the Expense Administrator serves as the bridge between daily operations and financial recordkeeping. This role focuses on expense coordination and administration—not accounting—and helps ensure financial information is complete, organized, and submitted accurately and on time.

You are the person the team turns to for expense documentation, reimbursement coordination, receipt collection, payment preparation, and ensuring financial records and systems remain accurate and up to date.

The Expense Administrator is expected to have weekly availability, ideally checking in one to two times per week to review submitted expenses, prepare approved expenses for payment, and communicate any missing information or required adjustments. On a quarterly basis, this role will participate in process reviews to identify challenges and recommend improvements to SOS's financial workflows.

This role is ideal for someone who is highly organized, detail-oriented, enjoys working with people, and is able to consistently follow tasks through to completion. As Save Our Scruff continues to grow, there may be opportunities for this role to take on additional financial administration and operational responsibilities.

Why This Role Matters

This role helps ensure Save Our Scruff remains financially accountable to volunteers, partner businesses, donors, and funders while allowing program team members to focus on delivering impact. By creating organized, reliable financial processes, the Expense Administrator helps ensure every dollar is managed responsibly and efficiently.

Overview of Responsibilities

Expense Administration & Coordination

• Collect and organize receipts, invoices, reimbursement requests, and supporting documentation.
• Ensure expenses include appropriate approvals before processing.
• Maintain organized digital financial records and filing systems.
• Follow up with staff and volunteers regarding missing receipts or incomplete documentation.
• Ensure expenses are categorized correctly before submission to the external bookkeeper.
• Coordinate reimbursement submissions and ensure timely processing.

Payment Coordination

• Review submitted expenses for completeness prior to payment.
• Prepare approved expenses for payment according to organizational timelines.
• Track outstanding reimbursements and invoices.
• Communicate with team members regarding missing approvals or supporting documentation.
• Support leadership in maintaining timely and organized payment workflows.

Policy & Process Management

• Help develop and maintain expense administration procedures.
• Ensure organizational expense policies are followed consistently.
• Recommend improvements to financial workflows and documentation processes.
• Support implementation of new financial tools or systems.
• Maintain confidentiality of all financial information.

Cross-Functional Collaboration

• Work closely with program managers to ensure expenses are submitted accurately and on time.
• Support volunteers and staff with reimbursement and expense procedures.
• Partner with leadership and the external bookkeeper to improve financial workflows.
• Maintain clear communication across SOS platforms (Slack, email)

Our Values

Care

We lead with compassion for dogs, partners, fosters, and each other.

What this looks like:

• Creates thoughtful profiles that accurately represent each dog.
• Takes care to highlight both personality and adoption needs.
• Communicates kindly and respectfully with fosters and volunteers.

Collaboration

Rescue takes a village. We work together to help dogs succeed.

What this looks like:

• Responds promptly to bio requests and other communications.
• Works closely with fosters, the Adoption Manager, the Dog Placement Team, and the Marketing Team.
• Supports team priorities during busy periods or larger intakes.

Community

We believe rescue is built on relationships.

What this looks like:

• Creates welcoming, engaging content for potential adopters.
• Celebrates and highlights each dog's unique story.
• Contributes to a positive experience for adopters, fosters, and fellow volunteers.

How We Work Together

We are a volunteer-driven, community-powered rescue that relies on trust, accountability, and teamwork.

In this role, you will:

• Work closely with leadership to maintain strong expense administration processes.
• Support program teams with expense documentation and reimbursement procedures.
• Coordinate financial information between SOS and our external bookkeeper.
• Help improve systems as the organization grows.
• Contribute to a culture of accountability, transparency, and continuous improvement.

What We're Looking For

• Strong organizational and administrative skills.
• Excellent attention to detail.
• Comfortable working with documents, spreadsheets and financial software.
• Ability to manage confidential information professionally.
• Strong follow-up and communication skills.
• Experience supporting bookkeeping, finance administration, or office administration is an asset.
• Ability to create and improve organized systems.
• Comfortable working independently while collaborating across teams.

What Success Looks Like

• Expense documentation is complete, organized, and submitted on time.
• Receipts and reimbursements are consistently tracked and accounted for.
• Vendors and volunteers are paid promptly.
• Outstanding receipts and documentation are followed up consistently.
• The external bookkeeper receives accurate, well-organized information each month.
• Financial records are easy to locate and audit.
• Expense administration processes continue to become more efficient and scalable.
• Leadership has confidence in the accuracy and organization of financial documentation.

A Note From Save Our Scruff

Every donation entrusted to Save Our Scruff represents someone's belief in our mission. The Expense Administrator helps ensure those resources are managed with care, accuracy, and accountability.

If you enjoy creating organized systems, supporting others behind the scenes, and helping a growing nonprofit operate efficiently, this role offers an opportunity to make a meaningful impact on every program we deliver. As Save Our Scruff grows, this role has the potential to grow alongside the organization, offering opportunities to take on additional responsibilities and help shape our financial operations. 💛

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Time Commitment: Completely up to you! The awesome part of being an Event Day Volunteer is you will receive when there are events via email - if that works for you sign up! If not, all good, maybe the next one will.  

Role Overview: Events are a key component when it comes to fundraising, raising awareness across Southern Ontario & connecting with our communities so, events are held all over the GTA. In this role, depending on the event, the following tasks will be required: Set-up and tear down, guest assistance, logistics support, registration (if needed), sharing information about what SOS is about, assisting selling merch, etc. 

General Skills: 

• Customer service oriented and problem-solving skills
• Punctual, reliable, and responsible 
• Comfy with large crowds and dogs
• Able to work independently and as part of a team

To join this database please complete THIS LINK. 

We will send out opportunities via email as they arise. There is no obligation - simply reply if you wish to attend and help out.

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Time Commitment: Approximately 3–5 hours per week, with increased time commitment during periods of active initiative planning and reporting.

Commitment Length: 1 year

Reports to: Executive Director

The Project Prevention Coordinator: Spay & Neuter Initiatives is a volunteer position that supports Save Our Scruff's local and international spay & neuter initiatives by managing relationships with partner organizations and coordinating sponsored clinics and prevention initiatives delivered by those partners.

Working closely with trusted rescue and community partners, the coordinator helps assess local spay & neuter strategies and identify opportunities for Save Our Scruff to provide financial support that aligns with the organization's mission, goals, and available funding. This role helps ensure initiatives are well planned, properly supported, and positioned to create meaningful, long-term impact.

The Project Prevention Coordinator is expected to maintain regular communication through Slack, WhatsApp, Facebook Messenger, email, and shared planning tools while supporting multiple initiatives throughout the year. Weekly availability is important.

This role is ideal for someone who enjoys project coordination, relationship management, strategic planning, and building collaborative partnerships that improve animal welfare through prevention initiatives.

Why This Role Matters

Spay & neuter initiatives are one of Save Our Scruff's most impactful prevention programs. Many communities have dedicated organizations already delivering life-changing work but require additional financial support to expand their reach and meet local demand.

The Project Prevention Coordinator helps create the structure behind these partnerships, ensuring initiatives are well planned, funding is managed responsibly, and partner organizations have the support they need to deliver successful clinics. By capturing meaningful impact data, stories, and outcomes, this role also helps demonstrate the value of donor support while strengthening long-term relationships that expand Save Our Scruff's prevention efforts.

Overview of Responsibilities

Initiative Planning & Coordination

• Support planning and coordination of sponsored spay & neuter initiatives.
• Work with partner organizations to understand their prevention strategies, annual goals, and upcoming clinic opportunities.
• Coordinate planning timelines and key milestones for sponsored initiatives.
• Confirm clinic dates, budgets, estimated impact, and sponsorship requirements.
• Monitor initiative progress and adapt plans when schedules or community needs change.
• Collaborate with the Project Prevention Coordinator: Spay & Neuter Trips to support planning and execution of on-site clinics when required.

Partnership Management

• Build and maintain strong relationships with current partner organizations.
• Identify opportunities to strengthen and expand Save Our Scruff's prevention partnerships.
• Represent Save Our Scruff professionally while communicating with partners.
• Maintain regular communication regarding planning, scheduling, sponsorships, and reporting requirements.
• Support long-term collaboration that aligns with Save Our Scruff's mission and prevention goals.

Program Administration & Reporting

• Maintain planning documents, spreadsheets, partnership records, and annual initiative calendars.
• Support maintenance of the organization's spay & neuter tracking systems.
• Collect and organize invoices, payment information, clinic statistics, stories, photos, and impact data following each initiative.
• Assist with reporting for donors, grants, annual reports, website updates, and social media.
• Contribute to developing standardized planning resources and systems that support future program growth and consistency.

Cross-Functional Collaboration

• Work closely with the Executive Director and Project Prevention leadership.
• Collaborate with Marketing and Communications by providing timelines, stories, photos, and impact updates.
• Support fundraising initiatives by helping coordinate sponsorship campaigns and providing program information that supports donor engagement.
• Coordinate with Finance regarding sponsorship payments and invoices.
• Maintain communication across organizational platforms including Slack, WhatsApp, Facebook Messenger, email, and shared planning tools.
• Contribute ideas that strengthen partnerships and improve prevention program operations.

Our Values

Care

We lead with compassion for dogs, partners, fosters, and each other.

What this looks like:

• Creates thoughtful profiles that accurately represent each dog.
• Takes care to highlight both personality and adoption needs.
• Communicates kindly and respectfully with fosters and volunteers.

Collaboration

Rescue takes a village. We work together to help dogs succeed.

What this looks like:

• Responds promptly to bio requests and other communications.
• Works closely with fosters, the Adoption Manager, the Dog Placement Team, and the Marketing Team.
• Supports team priorities during busy periods or larger intakes.

Community

We believe rescue is built on relationships.

What this looks like:

• Creates welcoming, engaging content for potential adopters.
• Celebrates and highlights each dog's unique story.
• Contributes to a positive experience for adopters, fosters, and fellow volunteers.

How We Work Together

• Save Our Scruff's prevention programs rely on collaboration, flexibility, and proactive communication.
• In this role, you will:
• Work closely with the Executive Director throughout the planning cycle.
• Build strong working relationships with partner organizations.
• Collaborate with the Project Prevention Coordinator: Spay & Neuter Trips before and during clinic implementation when required.
• Support fundraising, marketing, and impact reporting efforts.
• Help improve planning systems as the prevention program grows.
• Contribute ideas that make future initiatives more efficient, scalable, and impactful.

What We're Looking For

• Strong organizational and project coordination skills.
• Excellent relationship-building and communication skills.
• Comfortable coordinating multiple timelines simultaneously.
• Strong attention to detail.
• Ability to work independently while collaborating across teams.
• Experience coordinating partnerships, nonprofit programs, or projects is an asset.
• Comfortable using shared documents, spreadsheets, Slack, email, WhatsApp, and Facebook Messenger.
• Interest in developing systems that improve organizational efficiency.
• Adaptable and able to manage changing priorities.
• Passion for animal welfare and community-based prevention initiatives.

What Success Looks Like

• Partner organizations experience responsive, organized, and supportive communication.
• Sponsored initiatives are planned proactively and delivered successfully.
• Funding commitments, reporting requirements, and sponsorship timelines are managed effectively.
• Accurate program data, stories, invoices, photos, and impact reports are collected following each initiative.
• Leadership has confidence that prevention partnerships are organized, sustainable, and positioned for continued growth.
• Strong collaboration exists between the Project Prevention Coordinator: Spay & Neuter Initiatives and the Project Prevention Coordinator: Spay & Neuter Trips, resulting in successful planning and implementation of both sponsored initiatives and on-site clinics.
• The prevention program continues to expand through strong partnerships, improved systems, and measurable impact.

A Note From Save Our Scruff

Behind every successful prevention initiative is thoughtful planning, trusted partnerships, and a shared commitment to creating lasting change for animals and their communities. The Project Prevention Coordinator helps transform opportunities into action by ensuring every sponsored initiative is well planned, well supported, and aligned with Save Our Scruff's mission.

If you enjoy building relationships, coordinating meaningful projects, creating organized systems, and helping organizations make a lasting impact through prevention initiatives, this role offers the opportunity to help expand one of Save Our Scruff's most important programs while strengthening partnerships that improve animal welfare around the world. 💛

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Direct Report: Fundraising Manager

Time Commitment: ~3–5 hours per week

Overview of Tasks:

• Manage and optimize SOS’s Google Ad Grant account, including campaign creation, keyword strategy, ad copy, and ongoing performance monitoring.
• Develop and implement a website optimization strategy focused on increasing online donations and other key conversion goals.
• Analyze website and campaign performance data, identifying opportunities to improve traffic quality, user experience, and conversion rates.
• Collaborate with Fundraising and Marketing teams to enhance landing pages, donation pages, and calls-to-action.
• Provide regular reporting and recommendations to improve digital fundraising performance and overall return on investment.

Required Skills:

• Experience managing Google Ads campaigns, preferably including the Google Ad Grant program.
• Understanding of website optimization, user experience, and conversion rate optimization principles.
• Familiarity with Google Analytics, Google Tag Manager, or similar reporting tools.
• Strong analytical and problem-solving skills with the ability to translate data into actionable recommendations.
• Excellent communication and collaboration skills, with the ability to work independently and manage ongoing priorities.

Desired Experience:

• Experience with nonprofit digital marketing or fundraising.
• Familiarity with Squarespace.
• Experience with A/B testing, landing page optimization, or journey design.
• Passion for animal welfare and Save Our Scruff’s mission.