Operations & Strategic Projects Coordinator

Madison Veterinary Specialists • Madison, WI

2d • Onsite

About The Position

Madison Veterinary Specialists is seeking a highly organized, proactive, and resourceful Operations & Strategic Projects Coordinator to support organizational leadership and advance important operational initiatives. This is an emerging, high-trust role requiring sound judgment, professional confidence, intellectual curiosity, and exceptional follow-through. The Coordinator will help translate organizational priorities into action by organizing information, gathering relevant data, managing timelines, documenting decisions, coordinating stakeholders, and maintaining momentum across multiple projects. The successful candidate must be comfortable managing several fast-moving and competing priorities within a complex medical environment. This individual will respectfully hold leaders, managers, and project participants accountable for agreed-upon deliverables—including confidently reminding key leaders when information, decisions, or work are needed to keep a project moving. This person will know when to work independently, when to ask thoughtful questions, and when to seek redirection. They will not wait for every step to be assigned or directed. When they identify a need or potential problem, they will gather the relevant information, evaluate possible options, and bring forward a thoughtful recommendation.

Requirements

• Highly organized, self-directed, dependable, and attentive to detail.
• Comfortable working in a fast-paced medical environment where priorities may change quickly.
• Able to distinguish between what is urgent, what is important, and what requires leadership involvement.
• Proactive enough to recognize what needs to be done without waiting for detailed instructions.
• Confident enough to respectfully hold people at all levels of the organization accountable for commitments and deadlines.
• Diplomatic and persistent when following up on delayed work or competing priorities.
• Intellectually curious and willing to ask thoughtful questions to better understand the purpose behind the work.
• Resourceful in gathering information, analyzing needs, and developing practical recommendations.
• Comfortable presenting a proposed solution—not simply identifying a problem.
• Receptive to feedback and capable of adjusting direction without becoming discouraged or losing momentum.
• Skilled at balancing initiative with appropriate judgment and escalation.
• Able to maintain composure, accuracy, and professionalism while managing multiple competing demands.
• Committed to the mission, culture, and professional standards of Madison Veterinary Specialists.
• Ability to read, write, and speak English fluently and communicate effectively with team members, leadership, clients, vendors, and other external partners.
• Familiar with Microsoft Word, Excel, and standard office equipment.
• Able to organize, maintain, and accurately communicate information across multiple projects and stakeholders.

Nice To Haves

• Previous experience in veterinary medicine, human healthcare, medical operations, or another clinically complex environment, with the ability to understand medical terminology, professional credentialing, compliance requirements, and the operational impact of time-sensitive decisions.

Responsibilities

• Coordinate assigned projects, maintain timelines and action-item trackers, document decisions and next steps, follow up with stakeholders, and provide meeting support as needed.
• Maintain and update hospital SOPs and other operational documentation; assist with identifying, documenting, and implementing process improvements.
• Support hospital accreditation and compliance initiatives, including AAHA and OSHA; coordinate professional memberships and liability insurance as well as credentialing-related documentation.
• Support DVM and other strategic recruiting initiatives by coordinating interview logistics, travel and accommodations, candidate itineraries, meals, feedback surveys, and communication with internal stakeholders.
• Collect, organize, and summarize client feedback and other operational data; maintain relevant tracking tools and logs; identify trends and prepare information for leadership review and decision-making.
• Coordinate administrative requirements and ongoing documentation for hospital partnerships, charitable initiatives, rescue organizations, vendors, and other organizational programs.
• Develop and coordinate internal communications, including newsletters and project updates, and support hospital events and employee engagement initiatives.
• Provide project coordination and administrative support for emerging organizational priorities that involve multiple departments, stakeholders, or leadership team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed