Clinic Coordinator

SPCA of Wake County•Raleigh, NC

1d•$21•Onsite

About The Position

The Clinic Coordinator plays a vital role in supporting daily operations at the SPCA Saving Lives Spay & Neuter Clinic. This position works onsite at the clinic and is responsible for coordinating surgery scheduling for both publicly owned pets and SPCA-owned animals, supporting surgery intake and discharge, completing required paperwork, and performing a variety of administrative tasks to ensure smooth clinic operations. This role serves as a key point of communication between clients, clinic staff, and internal departments, helping to maintain efficient patient flow so the medical team can focus on high-quality, high-volume surgical care and animal welfare.

Requirements

Minimum of 1 year experience working in an animal shelter in a medical or administrative capacity or 2 years experience in a veterinary hospital or clinic coordination role
Previous customer service experience, preferably in a veterinary, medical, or client-facing environment
Working knowledge of shelter or veterinary software (or ability to learn quickly)
Strong administrative, organizational, and documentation skills
High level of professionalism and customer service
Ability to adapt to a fast-paced, frequently changing environment
Passion for animal welfare and alignment with the mission and values of the SPCA of Wake County
Self-motivated, reliable, and able to work independently while also supporting a team-based environment
Strong verbal and written communication skills
Excellent time management and prioritization abilities
Attention to detail with a high degree of accuracy
Ability to manage multiple tasks simultaneously
Knowledge of or willingness to learn fear-free handling practices
Understanding of animal health, welfare, and basic medical terminology
Awareness of animal biosecurity and disease control practices
Comfort interacting with the public in emotionally sensitive situations
Ability to stand, walk, sit, bend, and move throughout the clinic for extended periods of time
Ability to lift and carry light to moderate items (generally up to 25 pounds)
Occasional interaction with animals that may be fearful or stressed, with support from medical staff as needed
Ability to work in environments with moderate noise levels, strong odors, and varying indoor temperatures
Potential exposure to zoonotic diseases, parasites, and other animal-related health risks
Fast-paced clinic environment that may be mentally and emotionally demanding

Responsibilities

Manage and maintain surgery schedules for both public and SPCA-owned pets using ClinicHQ and other designated systems, following established scheduling parameters
Prepare and distribute daily surgery lists
Confirm appointments, process reschedules and cancellations, and approve electronic appointment requests in a timely manner
Complete and maintain accurate paperwork, consent forms, and administrative records related to surgeries
Conduct or assist with surgery intake (check-in) and discharge, including providing post-operative instructions and collecting required signatures
Serve as a point of contact for clinic-related phone calls, emails, and voicemails, responding professionally and promptly
Review medical records in Salesforce and flag discrepancies for appropriate medical staff
Collect and reconcile payments, process daily financial settlements, and support end-of-day reconciliation as assigned
Forward post-surgical concerns or complications to appropriate medical personnel
Assist with administrative projects, data entry, reporting, filing, and other clerical duties as assigned
Support clinic flow by assisting team members and volunteers as needed
Follow and help enforce clinic biosecurity, safety, and disease prevention protocols

Benefits

Medical and Dental: Employer pays 90% of employee coverage (full-time)
Insurance includes wellness, dental, vision, life, mental health care, prescriptions, emergency & urgent care, chiropractic care, and physical therapy
Telemedicine options, 24/7 access to virtual health & wellness care and virtual behavioral health care
PAID TIME OFF –
All part-time and full-time staff receive paid time off.
Paid Holidays - 9 paid holidays per year (full-time)
Vacation Time - 10 paid vacation days per year (full-time) with scheduled increases at milestone anniversaries of hire date
Sick Time - 6.5 paid sick days per year (full-time)
FINANCIAL –
Healthcare: Flexible Spending Account
401k Plan
Coastal Federal Credit Union Membership
20% discount on pet adoptions and in SPCA Wake retail store
OTHER –
Bereavement time off
Federal & State Leave of Absence options