Are you looking for a job where you can truly change lives, have an impact and make a difference every day? The Ulster County SPCA is looking for an organized, enthusiastic team member with a passion for animal welfare and great people skills for our fast-paced high quality, high volume spay/neuter (HQHVSN) clinic at the animal shelter.
The Veterinary Clinic Coordinator is responsible for the day-to-day shelter clinic administration and operations, while also providing general office management with a variety of clerical activities and related tasks, including scheduling, reception, customer service, billing, budgeting, and supply, records and reports management.
Specific Duties:
Ensure efficient and effective daily veterinary clinic operations, including quality control, timely and accurate scheduling, and completion of required daily, weekly, and monthly tasks.
Complete administrative projects, data entry, reporting, filing, and other clerical duties in accordance with clinic management and reporting requirements
Ensure documentation of veterinary clinic practices, protocols and procedures as directed by the Medical Director
Work closely with other departments for scheduling and coordination of shelter needs
Maintain official records and documents for the veterinary clinic, utilizing shelter software, ensuring compliance notably regarding privacy/confidentiality and security
Conduct or assist with surgery intake (check-in) and discharge, including providing post-operative instructions and collecting required signatures
Review medical records, flag discrepancies and forward post-surgical concerns or complications to appropriate medical staff
Assist with patient restraint and basic clinical tasks as needed.
Follow and help enforce clinic biosecurity, safety, and disease prevention protocols
Ensure the implementation of all human resources policies, procedures and practices among veterinary clinic staff
Supervise and provide input to the Medical Director on all staff, including performance of staff on an on-going basis and annual performance reviews
Manage the veterinary clinic budget, ensuring expenditures are justified and do not exceed budgetary constraints
Monitor clinic inventory and supply needs, coordinate ordering and receipt of supplies and equipment and schedule maintenance of equipment
Create invoices, collect and reconcile payments, process daily financial settlements, and support end-of-day reconciliation
Ensure customer service is a priority in the clinic at all times; all veterinary clinic staff will provide clear, timely and accurate information to customers with a welcoming, friendly disposition.
Serve as the Clinic Receptionist, i.e., answer phones, manage office supplies/equipment, schedule clinic appointments, accurately receipt/handle register, etc
Perform all duties as a Clinic Educator relating to wellness, spay and neuter, vaccinations, pet overpopulation and zoonotic diseases
Minimum Qualifications:
Education
High school graduate or equivalent
Bachelor’s Degree preferred, in a related field, e.g., business management, accounting, public administration
Experience
2 or more years of experience in office management and supervisory experience, preferably in a veterinary setting
Knowledge, Skills and Abilities
Excellent verbal and written communication skills, to include effectively handling and diffusing high-stress, emotionally-charged situations; must work well with people from a variety of backgrounds
Ability to work in a fast-paced environment and organize, prioritize, and manage multiple tasks simultaneously while setting and meeting deadlines; must be detail-oriented, reliable, and resourceful
Ability to create and sustain positive working relationships with staff, volunteers, and the public, and be a team player
Strong customer service/sales skills
Proficiency in computer applications, including MS Office, etc.
Bilingual (Spanish) preferred
Additional Requirements:
Veterinary Office Coordinators work a standard 40 hour, 5 day work week
Possess valid, unrestricted driver’s license and submission to a background check
Must have good vision (close, distant, color, peripheral, depth, and focus) and hearing skills, and speak clearly
Required to frequently sit, stand, walk, reach with arms and hands, stoop, kneel and/or crouch. Must be able to regularly lift and/or move 50 pounds.
Constantly moving about the clinic and shelter to handle animals of all sizes in a variety of areas and positions
Daily exposure to animal odors and/or airborne particles
Noise level in the work environment is moderate
Potential exposure to zoonotic diseases, parasites, and other animal-related health risks
This is not an exhaustive list of all responsibilities, skills, duties, requirements efforts or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change. For example: emergencies, changes in personnel or technological breakdowns or developments.
Pay & Benefits:
Pay is $18.23 - $24.67, commensurate with experience, with holiday pay and bonuses, longevity bonuses.
5-day workweek; no evenings or weekends
Health insurance (medical/dental/vision), life insurance
Paid sick time, paid vacation/personal time, paid family leave, paid holidays
Retirement plan, Employee Assistance Program (EAP), employee discount, uniforms provided
Interested candidates should include a cover letter with resume.