Office Manager - Animal Shelter Clinic

SPCA of Greater Cincinnati•Cincinnati, OH

About The Position

The Office Manager oversees the daily administrative operations of SPCA Cincinnati’s medical clinic, which serves shelter animals only. The role also provides veterinary assistant support during periods of lower administrative demand or when clinic needs require it, based on the employee’s background and skill level. The position requires basic veterinary knowledge and the ability to move flexibly between administrative and clinical support responsibilities in a fast-paced animal welfare environment. The Office Manager supports the clinic’s administrative efficiency and medical operations, helping ensure high-quality care for shelter animals and service for staff, adopters, and the community. The shelter has separate HR, Accounting, and Operations departments.

Requirements

High school diploma or equivalent.
At least 2 years of experience in a veterinary clinic or animal welfare organization.
Knowledge of basic veterinary medical terminology.
Strong organizational, communication, and interpersonal skills.
Proficiency with computer systems, scheduling software, Google Drive, and Microsoft Office.
Ability to multitask, manage time effectively, and prioritize in a busy environment.
Comfort working with animals of varying sizes, breeds, and temperaments.
Compassion for animals and commitment to shelter medicine principles.
Strong attention to detail and accuracy.
Ability to maintain confidentiality and professionalism.
Excellent problem-solving and conflict-resolution skills.
Ability to work independently and collaboratively within a team.
Flexibility to transition between administrative and clinical support responsibilities as needed.

Nice To Haves

Experience in office management.
Experience with veterinary practice management software.

Responsibilities

Manage staffing, hiring, employee scheduling, and payroll.
Order and inventory medical supplies.
Enter medical records and review medical histories.
Maintain equipment.
Answer phones, respond to emails, and assist visitors.
Maintain regulatory compliance for OSHA, Radiology, DEA, Pharmacy board, Licensing board, and other applicable areas.
Maintain compliance with clinic policies, recordkeeping requirements, and shelter procedures.
Assist with budgeting, reporting, and administrative projects as needed.
Coordinate communication between veterinarians, shelter staff, the foster department, volunteers, and external partners.
Assist veterinarians and veterinary technicians during appointments and treatments, as needed.
Clean, disinfect, and maintain clinic equipment and workspaces.
Prepare surgical packs and supplies.
Administer medications and treatments as permitted by training, experience, and state regulations.
Maintain medical inventory and stock treatment areas.
Discuss medications and illnesses with adopters and fosters.
Handle and restrain animals during examinations and procedures, based on physical abilities and experience level.
Monitor animals before and after procedures as directed.