Shelter Medicine Program Coordinator - AZ - Animal Health Institute

Midwestern University•Glendale, AZ

12d•Hybrid

About The Position

The Shelter Medicine Program Coordinator supports the Shelter and Community Medicine Program of the Animal Health Institute by coordinating clinical events, community partnerships, logistics, data management, and client communication. This role ensures smooth program operations, timely reporting to grant providers and stakeholders, and excellent client service while supporting the educational mission of the veterinary college. The coordinator works closely with veterinary technicians, faculty, students, and community partners to deliver high-quality, high-volume spay/neuter and wellness services in shelter, mobile clinic, and community outreach settings. Strong organizational skills, proactive communication, attention to detail, and commitment to animal welfare and veterinary education are essential.

Requirements

Ability to work in a constant state of alertness and safe manner.
Regular, predictable, in-person attendance.
Strict compliance with all policies and procedures.
Ability to develop positive rapport effectively with the public and internal customers.
High school diploma or GED required.
Minimum 5-7 years of progressive clinical experience.
Experience working in a team environment with the ability to maintain a professional demeanor, detail orientation, and promote a positive and inclusive culture is essential.
Ability to learn the ClinicHQ Veterinary management system.
Basic proficiency in MS Office (Word, Excel, Outlook).
Frequently required to stand or sit for long periods.
Regularly use hands to handle or feel and reach with hands and arms.
Required to stand and walk.
Physical strength and ability to stand for long periods.
Able to lift pets and objects weighing up to 40 pounds without assistance.
Assist in lifting patients weighing more than 40 pounds.
No inhibiting allergies to animals, hay, or dust.

Nice To Haves

Associate’s or Bachelor’s degree in animal science preferred.
Experience with high-volume spay/neuter or shelter medicine program preferred.
CVT certification from the State of Arizona or VTS certification is a plus but not required.
Experience coordinating complex calendars, clinical operations, field-based services, community outreach programs, or multi-site events preferred.
Familiarity with breeds and coat colors.
Ability to find Material Safety Data Sheets quickly.
Knowledge of common zoonotic diseases (infections from animals to humans).

Responsibilities

Schedule and coordinate shelter medicine clinical events, mobile clinics, and community outreach activities in collaboration with faculty and community partners.
Serve as primary liaison with shelter partners, rescue organizations, municipal agencies, and community stakeholders; maintain positive, professional relationships.
Coordinate pre-event planning with partner organizations, including site readiness, patient flow, parking/access, equipment needs, animal housing/holding areas, communication plans, and post-event follow-up.
Maintain and coordinate a complex program calendar involving multiple veterinarians, veterinary technicians, student rotations, on-campus clinical events, off-site partner events, and mobile clinic activities; proactively identify scheduling conflicts, resource gaps, and workflow bottlenecks.
Prioritize competing scheduling, communication, and logistical needs, while escalating clinical, personnel, or policy concerns to appropriate leadership.
Monitor and respond to shelter medicine program phone line, email inbox, and post-operative support line during business hours.
Provide clear, empathetic communication to clients and community partners regarding services, appointments, post-operative care instructions, and follow-up.
Triage incoming inquiries; escalate clinical concerns to veterinary staff promptly.
Deliver excellent customer service and demonstrate respect and professionalism in all interactions with diverse communities.
Coordinate with shelter medicine team to ensure accurate, timely entry of patient records, surgical logs, and program metrics are entered into the proper veterinary management systems.
Compile and submit reports to grant providers, university leadership, and community stakeholders per program requirements and deadlines.
Track program benchmarks, service volumes, and outcomes; assist in quality improvement initiatives.
Assist with patient care, treatments, and technical duties as designated by workflow or veterinarian orders during high-volume events.
Support setup and breakdown of surgery and treatment areas for shelter medicine clinics.
Maintain accurate patient records and documentation in compliance with hospital and program standards.
Support the educational mission by facilitating student participation in shelter medicine rotations and community outreach events.
Act as a patient and student advocate; collaborate with faculty to enhance teaching opportunities.
Assist in teaching efforts in conjunction with faculty as appropriate.
Maintain compliance with organizational policies, procedures, OSHA standards, and infection control protocols.
Follow biosecurity and zoonotic disease prevention measures; ensure safe handling and transport of animals.
Adhere to grant requirements, partnership agreements, and university guidelines.
Participate in team meetings, training, and professional development.
Assist with special projects, community events, and program development as assigned.
Other duties as assigned by the Manager of CAC or program leadership.

Benefits

Medical insurance
Dental insurance
Vision insurance
Life insurance
Short/long term disability
Pet insurance
Flexible spending accounts including healthcare reimbursement and child/dependent care account
Competitive time off package including paid holidays, sick/flex days, personal days and vacation days
403(b) retirement plan
Tuition reimbursement
Child care subsidy reimbursement program
Identity theft protection
Employee assistance program
Wellness facility on-site with a fully equipped fitness facility