Administrative Assistant, Vet Clinic

Houston Zoo•Houston, TX

3d•Onsite

About The Position

This Administrative Assistant position provides administrative support across a range of fiscal, operational, and compliance-focused functions. Essential functions include medical data entry, regulatory compliance, departmental communications, inventory and equipment management, biological sample shipment, among others. Our Mission: Houston Zoo connects communities with animals, inspiring action to save wildlife. Our Vision: Houston Zoo will be a leader in the global movement to save wildlife.

Requirements

Bachelor’s degree (BA/BS) from four-year college or university; or equivalent combination of education and experience.
Minimum of one year of related experience and/or training within a veterinary or medical setting.

Responsibilities

Performs accurate and timely medical data entry including but not limited to laboratory results, anesthetic events, consultant reports, contraception details, and vaccine information.
Responsible for inventory management including inventory checks, purchasing, receiving and distribution of orders, expired drugs and dry goods upkeep and compliance, and backordered item tracking; must develop a strong working knowledge of the Zoo’s purchasing system and policies.
Assures timely invoice payment through invoice review, accurate coding, and itemization from vendors, external labs, and specialists. Coordinates with the accounting department for services rendered. Maintains detailed records of invoices, purchase orders, and packing slips.
Builds and maintains trusted relationships with existing and prospective vendors and service technicians. Coordinates service, negotiates purchases of equipment and related service agreements.
Assists in upkeep and oversight of master spreadsheets for veterinary clinic equipment and building maintenance needs related to preventative maintenance, repair and/or replacement, and work order tracking.
Supports department budget monitoring; prepares accurate reports related to expenditures for review including conservation projects, laboratory and shipping costs, reserve funds, and medication or case specific costs. May assist in budget planning.
Supports coordination and performance of onboarding for incoming students, interns, residents, and guests/visitors.
Assists in upkeep of veterinary clinic employee health records including emergency protocol and contact information; notifies staff of upcoming deadlines to support departmental safety and regulatory adherence.
Prepares required documents for animal transfer to and from institutions including assuring state and legal requirements are met, appropriate permits are obtained, and sharing medical records as directed by veterinarians.
Compiles medical and/or fiscal data for use in a variety of reports, surveys, inventories, and studies.
Contacts reference laboratories assure proper completion of submission forms and maintain log of specimens sent from zoo.
Supports Administrative Associate II in coordination of department drills for venomous snake bite, animal escape, weather emergency, and hazard evacuation. Work with department staff for protocol updates and revisions.
Supports department readiness for ride outs and emergency response through inventory tracking, acquisition, and maintenance. Assists in review of department specific emergency plans and protocols.
Maintains department and regulatory safety standards including updating SDS inventory, chemical labels, and coordination of sharps, biohazard and chemical disposal. May serve on Safety Council Committee or be asked to attend Safety Council meetings.
Assists the Director of Animal Health and staff veterinarians with proper standard and controlled drug inventory, ordering, regulatory compliance, and disposal. Ensures DEA licenses are up to date; is aware of and follows DEA and Texas Animal Health Commission regulatory guidelines. Performs disposition and/or coordinates disposal of animal carcasses for animal care departments; ensures proper permissions and required vendor forms are documented.
Maintains standards and regulations of AZA, AAZV, USDA, OSHA, DEA, Texas Department of State Health, Texas Animal Health Commission, and other regulatory agencies and associations as they apply to zoological institutions and veterinary programs/facilities. Ensures inspection readiness through proper documentation; may provide support during active inspections.
Assures proper completion of lab submission forms, maintains log of specimen submissions, and assists in deliveries of samples to local laboratories.
Performs biological sample shipments requiring knowledge of safe and legal handling including certification as required by law.
Organizes systems and processes for offices, data entry, and communication. Contributes to overall sustainable practices for the veterinary clinic.
Performs routine administrative duties such as file management, all aspects of meeting management, preparing documents, interfacing with staff, vendors, and visitors, office supply orders, and answering the main line for the department.
Participates in ZRA as a member; may attend ZRA or other associated professional development conferences.
Supports Zoo fundraising and development efforts through coordination, support, and participation in tours and donor events.
May represent the Houston Zoo in media requests, which may include, but is not limited to, audio, visual film, social, and written media.
Contributes to saving animals in the wild through reduction of waste, water and energy use and inspiring guests and staff to take wildlife protecting actions.
Contributes to other operational priorities as needed.