Medical Coordinator

ASPCA • New York, NY

1d • Onsite

About The Position

For more than 150 years, the ASPCA has been on the frontlines to save, transform and protect the lives of millions of animals. We are looking for a Medical Coordinator to join a world-class team providing urgent medical and behavioral care to victims of cruelty and neglect at the Animal Recovery Center in New York City. This work supports lifesaving care and makes a critical impact on the vulnerable animals who need us most. The ARC (Animal Recovery Center) is dedicated to the recovery and rehabilitation of victims of cruelty and neglect admitted through NYPD and the ASPCA’s Humane Law Enforcement (HLE) and Community Engagement (CE) programs. The Medical Coordinator is an important member of the Veterinary Services team, consisting of five veterinarians, four Licensed Veterinary Technicians, and one medical coordinator, providing coordinated administrative support for the team and the animals in our care. This role supports the animals housed within the Animal Recovery Center, in foster, and admitted to our veterinary partners in New York City. The Medical Coordinator reports directly to the Senior Director of Veterinary Services and has no direct reports. A successful candidate for this role is initiative-taking and thrives in a dynamic environment where priorities are constantly changing to support urgent care and sheltering of animals. This role requires meticulous administrative and organizational skills focused on attention to detail, seamless and effective communication, and a commitment to collaboration within ARC and across teams.

Requirements

• Ability to successfully work in a high-volume, fast-paced environment and effectively multi-task with a high degree of integrity and accountability and without loss of attention to detail.
• Excellent written and oral communication skills.
• Excellent organizational skills.
• Ability to work well within a team and communicate effectively and courteously with all levels of staff.
• Fluent in the use of MS Word, Excel, Airtable, PowerPoint required.
• Ability to quickly learn and use new programs, such as Salesforce, Impromed, Canva, Digitail.
• Displays concern for the safety and well-being of self, animals, and others, especially under stress.
• Build strong work relationships based on trust, respect, and listening to understand.
• Proactively problem-solves and takes appropriate initiative to implement solutions.
• Flexible; can easily adapt to changes and help others do the same.
• Resilient; bounces back from difficult and disappointing situations quickly.
• Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected.
• Unafraid of hard conversations and approaches them openly, quickly, and kindly.
• Ability to work in a physically demanding environment that requires standing, walking, bending, squatting, and/or kneeling for extended periods of time.
• Ability to lift and carry animals (50 pounds unassisted, 100 pounds with assistance) equipment, and supplies, such as food bags, bedding, and cleaning supplies.
• Comfort and ability to handle, restrain, and carry animals safely and humanely, particularly in stressful situations required.
• Able to occasionally work in physically challenging conditions and able to wear appropriate protective gear, including a protective mask; job responsibilities may entail exposure to chemical and biological hazards, such as feces and blood, exposure to sharp objects, working in noisy environments and working in areas with uneven, wet, and slippery surfaces.
• Able to work a flexible schedule, including days, evenings, weekends, and holidays.
• Maintain strict confidentiality when dealing with criminal cases.
• Ability to exemplify ASPCA’s core values and behavioral competencies.
• High School Diploma or GED required.
• Minimum of 2 years’ experience in an administrative role (including data management, scheduling and care coordination) required.
• Minimum of 2 years of experience working in a veterinary setting required
• Strong understanding of veterinary medical terminology required.
• Fear Free® Veterinary and Fear Free Shelter certifications required or completed within 60 days or hire.
• Language: English (Required)

Nice To Haves

• Animal shelter experience preferred.

Responsibilities

• Assist in the timely creation and maintenance of animal medical records, Impromed flags, daily census, and treatment sheets, for all animals housed in the Animal Recovery Center.
• Regularly audit and keep current the medical needs of the population, identifying upcoming exams, follow-ups, and procedures. Communicate those needs appropriately and in a timely manner.
• Collect, organize, scan, upload, link, and file weekly treatment sheets to maintain up to date medical records.
• Organize, upload, and link external veterinary records, lab results, and imaging into the medical records as they arrive from our veterinary partners.
• Review, audit daily, and manage ARC’s Chewy portal to ensure prescription requests are approved in a timely manner.
• Update Impromed reminders when external medical records are received and linked.
• On a weekly basis, enter the weekly weights into each individual patient’s record in Impromed and communicate the weekly weights list to the Forensic team in an efficient manner.
• Support the medical equipment maintenance and repair needs with external vendors.
• Keep an accurate record of all equipment maintenance schedules and costs.
• Provide administrative support and coordination of new case preparation, including scanning, linking records, and communicating kennel set ups to the Integrated Care Assistants.
• Maintain chain of custody and follow procedures and protocols for forensic evidence storage, transfer, and disposition.
• Review daily, update, and hang appropriate medical signage within ARC
• Hang medical signage in AAH when requested.
• Print labels for medications as requested.
• As requested, scribe for veterinary exams.
• Support the medical team administratively with humane euthanasia as needed
• Liaise between security, the animal hospital’s CSR desk, and the ARC medical team to field owner calls for animals in our care.
• Participate in daily rounds and closely collaborate with medical, behavioral, and sheltering colleagues to ensure the welfare of every animal in care.
• Collaborate effectively with the Placement and Transport Administrator to ensure all pertinent medical records are sent to partner departments and placement partners.
• Communicate with our clients whose animals are housed at external veterinary partners. Share this responsibility with the Director of Operations and the ARC leadership team as needed.
• Communicate with our clients whose animals are housed at the Animal Recovery Center. Share this responsibility with the Veterinary Services team as requested.
• Schedule appointments and medical procedures effectively and efficiently for animals in ARC, in foster, and with owners.
• Schedule elective procedures for owned animals in the ASPCA Animal Hospital; coordinate patient drop-off, pick up, and communicate expectations to owners.
• Schedule off-site medical procedures for animals housed in ARC and in foster.
• Share clear and concise information about each animal’s handling requirements prior to the animal being seen by the off-site veterinarians.
• Support the seamless transfer of animals to and from internal and external partners.
• Request and send medical records.
• Facilitate foster outs or recheck exams from foster as needed.
• Facilitate owner visits, RTOs, or rechecks for owned animals as needed.
• Provide observation reports sharing medical, behavioral, and environmental observations clearly, using objective language.
• Serve as additional communicator between the veterinary team and non-medical staff, volunteers, and fosters, explaining the medical condition of animals in clear, easy to understand terms
• Exemplify and support high quality, compassionate care, low-stress handling, and cross team collaboration.
• Maintain excellent working knowledge of veterinary medical terminology and protocols.
• Maintain a clear line of communication with ARC veterinarians, asking clarifying questions, and ensuring clear understanding when communicating with external partners.
• Develop and maintain strong relationships with external veterinary partners, establishing mutual trust and respect.
• Develop and maintain strong relationships with the medical, behavior and sheltering teams at ARC and with our internal partners establishing mutual trust and respect.
• Attend and meaningfully contribute to all relevant ARC and ASPCA meetings.
• Assist with special projects, presentations and data collection as requested.
• Accurately track and report time worked, time off, and work-related expenses.
• Other duties as assigned.

Benefits

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED