Volunteer

ADOPTION/FOSTER COUNSELOR

The responsibilities of the Adoptions Counselor are as follows:

To complete a phone interview with prospective applicants in which you will ask questions from a question sheet
To take interview notes and upload them to the “Interview Notes” section of the applicant’s file in Airtable
To request and review home and yard photos of potential adoption/foster candidates
To request vet records be released by applicant’s veterinarian and call their veterinarian for a vet check
If they have no vet, then you must conduct a reference check after interviews are completed
To assess the suitability of potential adoption/foster candidates based on info gathered
To make recommendations for approval/denial of potential adoption/foster candidates
To make match recommendations between applicants and available animals
To initiate Facebook Messenger group chats upon an application approval
To send the welcome message to the approved applicant in the new group chat
To inform all relevant parties that an application and/or match has been approved
To maintain the applicant’s Airtable file and ensure it is updated frequently
To answer applicant questions in the group chat throughout their entire process
To keep the Adoptions/Foster Team informed of progress during an interview cycle
To ensure all Adoptions/Foster Team policies and procedures are adhered to
To complete regularly scheduled post-adoption check-ins via group chats
To actively check and engage in the Adoption Team Facebook Messenger chat
If you have approved a foster you must send them the relevant foster information, including the foster agreement, and ensure the returned copy is updated in their AT file
To report any concerns or questions to the Adoptions Manager and/or Coordinator
To represent HelpAWS in a professional, courteous and respectful manner

The expectations of the Adoption/Foster Counselor are as follows:

Commit a minimum five to ten (5-10) hours per week with the expectation of working between 15-20 hours weekly during a busy adoption/foster cycle
Check the Adoption Team Facebook Messenger group chat consistently throughout the day, ensuring that notifications are turned on for messages
Read every message that comes through any of your active foster or adoption chats

Schedule assigned interviews within 24 hours of receipt and complete interview within 72 hours of receipt
Update the appropriate Airtable immediately after each applicant correspondence
Conduct all applicant correspondence via the HelpAWS email or via phone call

HEAD FOSTER COORDINATOR

The responsibilities of the Head Foster Coordinator are as follows:

To work closely with the adoptions team, in particular with the Head Adoption Coordinator, to see if they need any new fosters for our dogs
If a foster is needed, you will be responsible for finding a foster that matches the dogs needs
If we have no foster, you will need to work closely with the Head Adoption Coordinator to ensure interviews have been set
To post in the Foster Family Group or Adoptive Group or on other Facebook groups as needed to try and get fosters
To create and ensure Airtable is updated with foster’s information as well as the dog they are fostering
- This includes uploading contracts
- Including any vet appointments or foster meet & greets
To ensure interviews have been set up or desirable foster candidates have at least been contacted within 24-48 hours of us receiving their application

To send a request in the new group chat for the applicant to join the “HelpAWS Foster Family” Facebook group
To follow up to ensure they have requested to be in the Foster Group and that HelpAWS is following them on Instagram as well
To send relevant foster information including the foster agreement upon approval
Ensure Airtable is updated with the applicant’s information, agreement, time/date for pick up, etc.
Coordinate vet appointments with fosters if there are any dogs in foster care which require vaccines or medical care.
To reach out to Vet offices within the foster’s location to see if there are any Rescue Discounts that can be given when pups are taken to get vaccinated or receive medical care, after which information must be passed on to the team and foster.
To organize meet and greets with foster dogs along with potential adopters
Liaise with Events Coordinator and reach out to other members of the foster group to accompany their dogs to any HelpAWS events which have been organized.

The expectations of the Head Foster Coordinator are as follows:

Check the foster@helpaws.com email at least once a day and respond to any new emails
A commitment of approximately seven (7-10) hours per week is required, however; the time commitment could be more or less depending on the amount of animals in foster
Volunteer Team and Adoption Team group chats must be checked at least twice daily to ensure you are kept up to date — we highly encourage and appreciate your input and advice!
Send out approval emails to approved foster applicants using the foster@helpaws.com email
Send foster agreements to approved fosters and, once returned, ensure they are uploaded in Airtable
Liaise with our Lead Adoption Coordinators about sending out any flight messages once flight details have been scheduled (if applicable)
Update the applicant Airtable with any notes including conversations from emails
All information shared in chats is private and confidential, and a waiver and non-disclosure agreement must be signed and kept on file throughout your volunteer commitment

WEBSITE COORDINATOR

The responsibilities of the Website Coordinator are as follows:

To keep the website up to date by adding bios and photos of adoptables to the “Available Pets” page/removing adoptables as they become adopted
Add adoptable profiles to Petfinder and Adopt a Pet as needed
Check Airtable adoptables tab and Website chat daily to verify any animals that need to be uploaded to the various sites
Update Airtable when the animal has been posted on the appropriate forum
To proof bios for errors, ensure photos are accurate and confirm all links are working
To contribute to other web page edits as needed
To assist with other website functions like uploading swag, adding events, etc.
To make suggestions to improve the website design, content and layout
To write content as needed for various website pages
To work cohesively with the Social Media Team to ensure consistency
To represent HelpAWS in a respectful, knowledgeable and professional manner
Other duties as assigned

The expectations of the Website Coordinator are as follows:

Understand or be willing to learn basic website coding via WordPress
Make requested web edits within 8-12 hours of submission
Able to dedicate 5-7hrs /week

FLIGHT BOOKING COORDINATOR

The responsibilities of the Flight Booking Coordinator are as follows:

Pay attention to flight chats and airtable to see if there are any pups needing to be booked onto potential flight parent reservations

Inform group as too whether flight was successfully booked, as well as update it in AT
Retrieve all pertinent flight information from potential flight parents including FULL NAME, ADDRESS, FLIGHT RETURN DATE, TELEPHONE NUMBER. FLIGHT CONFIRMATION CODE, DATE OF BIRTH
All information retrieved from potential flight parent is to immediately be entered into Airtable
If there are several individuals traveling, reach out to see if anyone else is willing to be flight parents to escort animals back and if so immediately book reservation
Once you have confirmed a flight parent, ensure you set up a chat to discuss the whole process in depth and then ensure to update Airtable
In the event any flights are CANCELED ensure to follow up with airline to make sure a refund was issued and immediately let Managing Director or Administrative assistant know to compare to credit card information
If flight has been rebooked be sure to follow up with flight parent to make sure pet booking was also rebooked as well. If not they need to be rebooked immediately

The expectations of the Flight Booking Coordinator are as follows:

Make requested bookings within 12-24 hours of submission, depending on flight date. Last minute flight bookings may need to be done ASAP
Be able to dedicate 5-7 hrs /week

BIO WRITERS

The responsibilities of the Bio Writer are as follows:

Check Airtable and Bio/Social chat on FB daily to see if any bios need to be written

Using Airtable and social media posts/stories write engaging bios that help to showcase the animal’s personalities and appeal to potential adopters
To be able to complete bios with all pertinent information about the animals behavior, personalities, medical needs if there are any, age, estimated adult weight, gender

Able to work with minimal direction and have good creative writing skills
Ask in FB chat for any further information on the animal if needed to write the bio
Communicate via chat to let the team know the bios are ready
Change the status in Airtable to bio ready to post so website team knows to post on various sites

To make sure the animal’s bio is grammatically correct and free from all errors, whether it be punctuation or spelling.
To be able to write up an animal bio as soon as possible after requested
Must be organized in the way writing is set up
Must be creative and able to write in a way that grabs the reader’s attention
Pay attention to the animal’s photo so that physical appearance can be described as well

The expectations of the Bio Writer are as follows:

Write requested bio’s within 24-48 hours of submission, depending on adoption timeframe.

Must be able to dedicate 5-10 hrs /week

LEAD EVENT COORDINATOR

The responsibilities of the Event Coordinator are as follows:

To plan, and organize upcoming events, including in store events, fundraising events, etc.
To build relationships with vendors, pet stores, and other event venues to host events
To coordinate volunteers to come to events
To promote HelpAWS to the general public
To complete and submit event attendance applications
To ensure payments for any event costs are completed on time and documented
To source discounts, if applicable, prior to booking events at a location
To develop ideas for events annually and register for new events
To work congruently with the Fundraising & Marketing and the Swag Coordinator
To keep track of swag, props, and event material
Ensure swag, props, and event material is stored in a safe place and make sure to organize it to get to the next event
To create Facebook events, and other promotional material used to inform followers of upcoming events
To share event flyers for upcoming events on social media and other platforms
To manage Event Volunteers to ensure they are representing HelpAWS appropriately
To interview, hire and manage Event Volunteers as required
To schedule event volunteers accordingly, and ensure each volunteer receives a schedule and expectations for event
To ensure each event volunteer is trained and knowledgeable about HelpAWS
To organize any materials needed for events
To provide or find appropriate storage & house event materials throughout the year (table, trolley, etc.)
To setup and breakdown at each event or to assign Event Volunteers to perform
To ensure donations are tracked

The expectations of the Lead Event Coordinator are as follows:

Plan a minimum of 3 (three) large-scale events per year
Plan meet and greets at Ren’s Pet for dogs in foster as needed
Ensure fosters can make events by working closely with the Lead Foster Coordinator
Check the HelpAWS Events & Fundraising group chat at least once a day
Swag sold at events MUST be tracked and reported to swag@helpaws.com
- Money must be deposited via e-transfer immediately after the event to swag@helpaws.com
General donations received at events MUST be tracked and money must be deposited via e-transfer immediately after the event to donate@helpaws.com

EVENTS VOLUNTEER

As a non-profit organization that relies solely on donations and adoption fees, growing our following is of utmost importance. Gaining a larger audience and group of supporters is the best possible way to find our animals homes, and receive funding to keep our shelter running. This is why HelpAWS enlists in various local events throughout the year! Each event gives us the opportunity to get our name out there, meet prospective adopters local to the Toronto area, raise funds by selling swag or holding raffles, and ultimately leave a lasting positive impression on each guest at the event. Each volunteer represents HelpAWS as a whole, which is why it is so important to have reliable, well informed, and personable team members to showcase our rescue!

The responsibilities of the Events Volunteer are as follows:

To report to the Lead Events Coordinator
To set up and break down before and after an event
To retrieve and bring any materials required for the event from the Lead coordinator, such as posters, flyers, information on adoptables, etc.
To retrieve swag from Lead Events Coordinator and ensure remaining stock is returned and accounted for
To be knowledgeable about the organization and discuss ways individuals can help support our cause
To always represent HelpAWS in an effective and positive manner
Provide accurate and informative details about HelpAWS to event guests
- If you do not know the answer to a question, ask someone or let them know they can always email us at info@helpaws.com
Create stories or videos on Instagram and Facebook during events and send them to the Events Coordinator to post on social media
To take photos at events to share on our social media (with approval)
To communicate event turnout and sales/donation amounts with management team
To ensure event volunteers arrive on time, and are well informed on the event plans

The expectations of the Events Volunteer are as follows:

To attend at least 2-3 of scheduled events annually
To respond to all communications from Lead Events Coordinator in a timely manner
To be reliable!

LEAD FUNDRAISING COORDINATOR

HelpAWS is funded solely by donations and adoption fees. The adoption fee does not cover the full cost of us housing, feeding, vetting, and transporting each dog, so it is necessary to find other sources of income to run the rescue. Throughout the year, it is important to run a wide variety of fundraisers, including raffles, contests, holiday events, stray sponsoring, etc. The goal is not only to receive monetary donations, but also to seek out opportunities for items or services that can be used in future fundraisers. This can be a very challenging role and requires you to be a creative thinker, extremely organized and persistent, and well-informed of our rescue goals and missions.

The responsibilities of the Lead Fundraising Coordinator are as follows:

To plan and coordinate fundraising ideas for HelpAWS
To organize and implement fundraisers for each major holiday
Reach out to companies and businesses who may be able to donate money/goods
Develop proposals that can be sent to high net worth individuals, foundations, and corporations to solicit donations.
Build current donor relationships and forge new ones
Research, evaluate, and recommend new fundraising opportunities in alignment with the organization’s values
To complete and submit attendance applications for fundraising events
To research and contact organizations about donating merchandise for raffle events
To communicate with individuals/companies offering to raise money on our behalf
To represent HelpAWS in a positive, respectful & appreciative manner to all donors
To ensure each fundraising partnership is shared on our social media accounts
To keep the donations Airtable up to date, working with Events Coordinator
To follow up with winners of the prizes and organize delivery/mailing
To ensure donors (individuals & companies) receive credit during fundraisers
To prepare any materials required for fundraisers (posters, printouts, mailing, etc.)
To provide management team with any material costs and budgets
To manage fundraising volunteers to ensure they are representing HelpAWS in an effective and positive manner at all times
To work alongside the Events Coordinator and the Grant Research Coordinator

The expectations of the Fundraising Coordinator are as follows:

Respond to third party offers to hold fundraisers in a timely manner
Communicate all fundraising ideas, offers, and prize donations with management
Prepare holiday-specific fundraisers prepared at least three (3) weeks prior

SOCIAL MEDIA SPECIAL PROJECTS – TARGETED OUTREACH

As an international nonprofit, social media is an incredibly valuable resource in recruiting volunteers and adopters, soliciting donations, and spreading the word about the HelpAWS cause. Rather than relying on followers and supporters to come to us, it is imperative to seek out and identify additional opportunities for exposure. This special project aims to recruit followers by focusing on targeted engagement efforts on a regular basis. The person in this role must be organized, creative, and persistent with a solid knowledge of various social media platforms and excellent writing skills.

The responsibilities of the Targeted Outreach Volunteer are as follows:

Curate a list of relevant social media accounts to follow and interact with
Update list regularly, adding new accounts as they are discovered
Identify the best way to contact each account (DM, comment, story reaction, etc.)
Solicit various dog-related accounts to share HelpAWS posts or related content
Try different contact methods over time to see which are most effective
Identify and track a list of relevant hashtags to follow/interact with, encouraging accounts to check out and follow the HelpAWS page
Comment and interact on posts with Saint Lucia location tags
Interact with products/brands with partnership and/or donation opportunities
Track via airtable all organizations contacted and take detailed notes
Nominate HelpAWS for product or service giveaways when applicable
Reach out to tourist visiting the island to see if they are interested in being flight parents
Send weekly updates/reports to management team regarding progress/feedback
Determine which messages are sent from personal account vs. HelpAWS account
Respectfully represent HelpAWS and bring questions or concerns to management
Commit a minimum of 5-10 hours per week to this project
Report all verified account interactions to management IMMEDIATELY upon receipt

Examples of Accounts

Dog & Rescue Accounts (The Dodo, We Rate Dogs, Dogs of Instagram, etc.)
Celebrities with Rescues/Animal Lovers (Dan Levy, Wells Adams, etc.)
Travel Influencers/Bloggers
- Anyone traveling to Saint Lucia
- Anyone that does rescue work and travels
Saint Lucia Hashtags (#saintlucia, #stlucia, #jademountain, #ansechastanet, #travelsaintlucia, #letherinspireyou)
Saint Lucia Locations (Soufriere, Saint Lucia, Jade Mountain, Anse Chastanet, Sugar Beach, et

ADVERTISING AND MARKETING COORDINATOR

The responsibilities of the Advertising & Marketing Coordinator are as follows:

To approach organizations about donating merchandise for raffle events
Implement marketing and advertising campaigns geared towards promoting the organization and its activities
Create campaigns to attract new adopters
To collect data and analyze market trends to improve advertising campaigns
Coordinate with social media team to ensure consistency across all platforms
To keep the Executive Director and Operations Manager updated on advertising campaigns and their success
To implement and maintain written and verbal media programs to market HelpAWS and spread awareness
To research social media strategy and make suggestions to management team
To promote paid advertisements as necessary
To assist with creating and sending bi-monthly newsletters to our contact list
To design graphics for social media, print and web-based promotions
To pursue media opportunities to Canadian, American and Saint Lucian outlets
To help design and order posters, printed materials, banners, etc.
To work hand in hand with the Events Coordinator and Fundraising Coordinator

The expectations of the Advertising & Marketing Coordinator are as follows:

Organize a minimum of two (2) raffles a year
Organize a minimum of two (2) other fundraising events throughout the year
The HelpAWS Fundraising and Events group chat must be checked at least once a day to ensure you are kept up to date on everything going on

GRANT RESEARCH COORDINATOR

The responsibilities of the Grant Research Coordinator are as follows:

To research grants applicable to HelpAWS (non-profit, rescue related)
Keep Airtable spreadsheet up to date to track grant opportunities, due dates, status, result of request, etc.
Writing high-quality grant proposal narratives, applications, and supporting documents specific to each grant
Collaborate with Managing director and other HelpAWS staff/volunteers to compile financial records and data
Strong interpersonal and persuasion skills
Anticipate questions or queries which may arise when a grant has been submitted and be ready and knowledgeable about the organization to respond
To write and apply for federal, state/provincial and private grants
To work hand in hand with the Lead Fundraising Coordinator and the Advertising & Marketing Coordinator
To compile necessary documentation and data that is required for each submission
Assist with proposal and budget development
Coordinate calls for proposals, grantee submissions and grant review process with Managing Director and other HelpAWS Staff/volunteers
Draft grant proposal outlines

The expectations of the Grant Research Coordinator are as follows:

Complete grants in a timely manner to ensure a steady flow of funds
To follow up on all submitted proposals in a timely manner and report to Managing Director and other HelpAWS Staff/Volunteer
To submit at least 2-5 grants per year

SOCIAL MEDIA POST WRITER

The responsibilities of the Social Media Post writer are as follows:

Check Bio/Social chat on FB daily to see if any social posts need to be written
Use the details provided by the team to write creative posts that follow Helpaws theme and engage our audience
Proof read and edit
Keep posts to 2100 characters
Check Bio/Social chat 2x day to get information to write posts
Send completed post in chat
Posts are written daily so will require 1-2hrs /day

Become a Foster Parent, Volunteer With Us, or Help Spread the Word!

Find out what you can do to help today!

Available Volunteer Positions

If you are interested in volunteering with HelpAWS in any of these capacities, please fill in the volunteer application by clicking here!

ADOPTION/FOSTER COUNSELOR

HEAD FOSTER COORDINATOR

WEBSITE COORDINATOR

FLIGHT BOOKING COORDINATOR

BIO WRITERS

LEAD EVENT COORDINATOR

EVENTS VOLUNTEER

LEAD FUNDRAISING COORDINATOR

SOCIAL MEDIA SPECIAL PROJECTS – TARGETED OUTREACH

ADVERTISING AND MARKETING COORDINATOR

GRANT RESEARCH COORDINATOR

SOCIAL MEDIA POST WRITER

Volunteer

Become a Foster Parent, Volunteer With Us, or Help Spread the Word!

Find out what you can do to help today!

Available Volunteer Positions If you are interested in volunteering with HelpAWS in any of these capacities, please fill in the volunteer application by clicking here!

ADOPTION/FOSTER COUNSELOR

HEAD FOSTER COORDINATOR

WEBSITE COORDINATOR

FLIGHT BOOKING COORDINATOR

BIO WRITERS

LEAD EVENT COORDINATOR

EVENTS VOLUNTEER

LEAD FUNDRAISING COORDINATOR

SOCIAL MEDIA SPECIAL PROJECTS – TARGETED OUTREACH

ADVERTISING AND MARKETING COORDINATOR

GRANT RESEARCH COORDINATOR

SOCIAL MEDIA POST WRITER

Available Volunteer Positions

If you are interested in volunteering with HelpAWS in any of these capacities, please fill in the volunteer application by clicking here!