Veterinary Clinic Coordinator

ULSTER COUNTY S P C A • City of Kingston, NY

5d • $18 - $25 • Onsite

About The Position

Are you looking for a job where you can truly change lives, have an impact and make a difference every day? The Ulster County SPCA is looking for an organized, enthusiastic team member with a passion for animal welfare and great people skills for our fast-paced high quality, high volume spay/neuter (HQHVSN) clinic at the animal shelter.

The Veterinary Clinic Coordinator is responsible for the day-to-day shelter clinic administration and operations, while also providing general office management with a variety of clerical activities and related tasks, including scheduling, reception, customer service, billing, budgeting, and supply, records and reports management.

Requirements

• High school graduate or equivalent
• 2 or more years of experience in office management and supervisory experience, preferably in a veterinary setting
• Excellent verbal and written communication skills, to include effectively handling and diffusing high-stress, emotionally-charged situations; must work well with people from a variety of backgrounds
• Ability to work in a fast-paced environment and organize, prioritize, and manage multiple tasks simultaneously while setting and meeting deadlines; must be detail-oriented, reliable, and resourceful
• Ability to create and sustain positive working relationships with staff, volunteers, and the public, and be a team player
• Strong customer service/sales skills
• Proficiency in computer applications, including MS Office, etc.
• Veterinary Office Coordinators work a standard 40 hour, 5 day work week
• Possess valid, unrestricted driver’s license and submission to a background check
• Must have good vision (close, distant, color, peripheral, depth, and focus) and hearing skills, and speak clearly
• Required to frequently sit, stand, walk, reach with arms and hands, stoop, kneel and/or crouch. Must be able to regularly lift and/or move 50 pounds.
• Constantly moving about the clinic and shelter to handle animals of all sizes in a variety of areas and positions
• Daily exposure to animal odors and/or airborne particles
• Noise level in the work environment is moderate
• Potential exposure to zoonotic diseases, parasites, and other animal-related health risks

Nice To Haves

• Bachelor’s Degree preferred, in a related field, e.g., business management, accounting, public administration
• Bilingual (Spanish) preferred

Responsibilities

• Ensure efficient and effective daily veterinary clinic operations, including quality control, timely and accurate scheduling, and completion of required daily, weekly, and monthly tasks.
• Complete administrative projects, data entry, reporting, filing, and other clerical duties in accordance with clinic management and reporting requirements
• Ensure documentation of veterinary clinic practices, protocols and procedures as directed by the Medical Director
• Work closely with other departments for scheduling and coordination of shelter needs
• Maintain official records and documents for the veterinary clinic, utilizing shelter software, ensuring compliance notably regarding privacy/confidentiality and security
• Conduct or assist with surgery intake (check-in) and discharge, including providing post-operative instructions and collecting required signatures
• Review medical records, flag discrepancies and forward post-surgical concerns or complications to appropriate medical staff
• Assist with patient restraint and basic clinical tasks as needed.
• Follow and help enforce clinic biosecurity, safety, and disease prevention protocols
• Ensure the implementation of all human resources policies, procedures and practices among veterinary clinic staff
• Supervise and provide input to the Medical Director on all staff, including performance of staff on an on-going basis and annual performance reviews
• Manage the veterinary clinic budget, ensuring expenditures are justified and do not exceed budgetary constraints
• Monitor clinic inventory and supply needs, coordinate ordering and receipt of supplies and equipment and schedule maintenance of equipment
• Create invoices, collect and reconcile payments, process daily financial settlements, and support end-of-day reconciliation
• Ensure customer service is a priority in the clinic at all times; all veterinary clinic staff will provide clear, timely and accurate information to customers with a welcoming, friendly disposition.
• Serve as the Clinic Receptionist, i.e., answer phones, manage office supplies/equipment, schedule clinic appointments, accurately receipt/handle register, etc
• Perform all duties as a Clinic Educator relating to wellness, spay and neuter, vaccinations, pet overpopulation and zoonotic diseases

Benefits

• holiday pay and bonuses, longevity bonuses
• 5-day workweek; no evenings or weekends
• Health insurance (medical/dental/vision), life insurance
• Paid sick time, paid vacation/personal time, paid family leave, paid holidays
• Retirement plan, Employee Assistance Program (EAP), employee discount, uniforms provided

What This Job Offers

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