Senior Manager of Animal Hospital Administration

ASPCA • New York, NY

1d • Onsite

About The Position

As the Senior Manager of AAH Administration at the ASPCA Animal Hospital (AAH), you are a driving force behind the care that saves and improves lives every day. By leading hospital scheduling, controlled drug oversight, and equipment coordination, you ensure our clinical teams have what they need—when they need it—to deliver exceptional, safe, and compliant care. Partnering closely with medical leadership and frontline staff, you keep the hospital running seamlessly behind the scenes, removing obstacles and strengthening systems so technicians and hospital veterinary assistants can focus fully on healing, comfort, and compassion for every animal who depends on us. AAH provides expert, urgent medical care to some of NYC’s most vulnerable animals. As a component of the NYC safety net system, we provide subsidized care for animals whose owners are experiencing financial challenges and cannot otherwise afford medical care for their pet. We also provide medical care for animals who come to us through our internal partners, including victims of cruelty and neglect, as part of our partnership with the NYPD. AAH is passionate about minimizing fear, anxiety, stress, and pain in our patients. Team members in this position are responsible for providing services and communication to clients, members of the public, co-workers, and patients that are consistent with our practice’s standards and Fear Free values. The Senior Manager of AAH Administration reports directly to the Senior Director, Floor Managers, and has 0 direct reports. The Senior Manager of AAH Administration serves as the central administrative and operational coordinator for AAH medical operations. This role ensures the smooth day-to-day function of medical teams by overseeing scheduling, payroll, dependability tracking, controlled substance compliance, and equipment logistics. The position partners closely with medical leadership to support staff, maintain compliance, and provide structure to meet the needs of the current animal population. Your leadership will be instrumental in building team resilience, driving accountability, and maintaining a service environment that reflects the ASPCA’s core values of compassion, excellence, and commitment to animal welfare.

Requirements

• Strong communication and organizational skills.
• Knowledge of basic veterinary terminology.
• Advanced proficiency of Microsoft Office applications, including Excel, Word, and Outlook.
• Ability to plan, organize, and effectively lead in a high-paced and fast-moving environment.
• Must be flexible and tactful in all communications.
• Must be self-confident, motivated, and possess the ability to interact effectively with ASPCA employees, clients, and the public.
• High school degree or equivalent professional experience required.
• 2 years administrative experience (scheduling, payroll, time off and inventory tracking etc.) required.
• English (Required).
• High School Diploma (Required).

Nice To Haves

• Minimum of 2 years’ experience working in a veterinary hospital, preferred.
• Experience managing controlled substance inventory, documentation and compliance in accordance with DEA regulations is strongly preferred.
• 2 years management experience preferred.
• Licensed NYS Veterinary Technician, preferred.
• Minimum of 5 years’ experience working in a veterinary hospital preferred.
• Strong veterinary medical knowledge base.

Responsibilities

• Develop, maintain, and communicate weekly employee schedules, rotating floater schedules, and coverage for overtime needs.
• Assign holidays by seniority in accordance with organizational policy.
• Receive, review, and approve PTO requests, PTO returns, and shift swaps while ensuring appropriate coverage.
• Identify and assign staffing based on required handling skills and medical skills.
• Document shift changes and ensure accurate schedule updates.
• Make ongoing recommendations for improvements to scheduling and staffing protocols.
• Support Critical Shift pay processes and documentation as needed to maintain safe staffing levels.
• Schedule and support staff attendance to all meetings and continuing education (CE).
• Maintain, coordinate, and communicate training schedules for medical staff.
• Support onboarding and ongoing training logistics for new hires, full-time staff, and LVT interns/externs in partnership with leadership and training teams.
• Track employee attendance and communication adherence to ASPCA’s Dependability Policy to the management team.
• Review and approve payroll and reconcile scheduling, overtime, and attendance records.
• Monitor patterns related to attendance, overtime, and staffing gaps and elevate concerns as appropriate.
• Oversee day-to-day medical equipment and supply needs.
• Track warranties and coordinate repairs or replacements as needed.
• Maintain an upkeep and maintenance schedule for medical equipment in collaboration with facilities and vendors.
• Communicate equipment issues with staff and managers promptly.
• Manage the medical waste and sharps pickup processes.
• Manage all aspects of controlled substance ordering, inventory, and reporting.
• Maintain oversight of Controlled Substance Reporting and ensure compliance with all DEA regulations.
• Maintain accurate DEA records and documentation.
• Manage oversight of the biannual controlled drug inventory, cycle counting & PMP.
• Oversee technician Cubex registration, access, and required training.
• Investigate and reconcile any controlled drug discrepancy.
• Evaluate and improve operational systems by identifying opportunities for innovation and efficiency, and presenting data-driven recommendations to leadership that elevate patient care, client experience, and team productivity.
• Collaborate with stakeholders to explore and implement effective solutions.
• Contribute to departmental goals, special projects, and long-term initiatives.
• Support AAH Managers with data tracking and special projects as needed.
• Perform other duties as assigned.

Benefits

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off 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: Senior
• Education Level: High school or GED
• Number of Employees: 101-250 employees