Veterinary Practice Clinic Manager (High Volume, Spay/Neuter)
Description
The Clinic Manager is in responsible for the day-to-day operations of the clinic, supports the Board in ensuring the overall financial and emotional health of the organization, and ensures that the organization is meeting its goals and mission. The Clinic Manager delegates administrative duties as needed to achieve clinic goals and oversees support staff to ensure individual duties are being completed. The Clinic Manager works closely with the Medical Director and Veterinary Technician Supervisor to manage the overall functions of the clinic and resolve any issues. The successful candidate will be expected to provide leadership, direction and discipline when necessary. The Clinic Manager will be responsible for bringing any material staff conflict to the attention of the board of directors.The Clinic Manager serves as point person for the dissemination of information to staff.
DUTIES & RESPONSIBILITIES
1. Manages these human resource functions:
- Works within a team to recruit, employ, and release staff and volunteers.
- Maintains personnel files (payroll forms, I-9s, documentation of trainings, discipline, reviews).
- Tracks employee time off (requested and approved).
- Submits Insurance forms for new hires and tracks employee insurance deductions for those on clinic insurance.
- Oversees ADP Time and Attendance and processes bi-weekly payroll.
- Works with insurance agent for renewal of health insurance benefits.
- Maintains employee handbook updates.
- Responsible for front office employee reviews.
- Responsible for providing feedback regarding surgical staff and providing it to the appropriate supervisor to include in their review.
2. Responsible for managing these day-to-day operations of the clinic:
- Ensures policies in medical and admin manuals are updated as needed.
- Ensures standard operating protocol manual is updated based on input from the Medical Director.
- Ensures administrative staff are properly trained and using their time efficiently and effectively.
- Works with Veterinary Technician Supervisor to ensure the clinic has proper working equipment and maintenance is scheduled annually.
- Actively supports staff and volunteers, and promotes the development of skills related to the advancement of our goals and mission.
- Follows the clinic philosophy and guiding principles
- Ensures that the public receives world-class customer service that is courteous, respectful and professional service from all staff according to our philosophies and guiding principles, and handles client complaints or concerns so the situation is diffused.
- Oversees clinic scheduling and pricing.
- Overseas clinic administrative staff and assists with scheduling and customer inquiries.
- Conducts and participates in meetings with staff to review procedures, discuss workplace issues and share ideas. Meets with the Board to develop long-range programs, review policies and procedures, and financial statements.
- Other duties as assigned.
3. Financial/Clinic Oversight
- Balances cash drawer daily and ensures it matches daily reconciliation;
- Handles deposits
- Recommends yearly budget for Board approval and manages clinic’s resources within those budget guidelines.
- Measures clinic performance with regards to finances and specific program services and maintains daily, weekly, and monthly clinic reports.
- Creates monthly clinic report to board and generates reports on surgeries, no shows, etc.
- Markets the clinic to increase our client base by outreach to the public and developing relationships with humane and professional agencies for referrals.
- Reviews all invoices prior to submitting to the bookkeeper for payment.
- Monitors financial statements from the treasurer and adjusts spending as necessary to remain within budget on all line items
- Attends Board meetings to provide a status of clinic operations.
- Participates on committees and special projects as assigned.
4. Media/Social Media
- Oversees social media including but not limited to Facebook, Twitter, Instagram, and the organization’s website, and writes social media posts and website content.
- Markets the clinic to increase our client base by outreach to the public and developing relationships with humane and professional agencies for referrals.
- Handles media including but not limited to, writing and sending press releases, media interviews and maintaining relationships, determining media policies in conjunction with the Board.
- Designs materials for promotions, marketing, and fundraisers.
- Actively promotes spay/neuter, and educates clients on responsible pet care.
- Represents the clinic in a professional, courteous manner at all times.
SKILLS & SPECIFICATIONS
This position requires multi-tasking in a fast-paced, dynamic environment. Flexibility and adaptability will be invaluable as job duties may fluctuate. The ability to communicate assertively and effectively with staff and clientele is essential. The ideal candidate will demonstrate self-initiative and the capacity to work independently. The Clinic Manager must be able to objectively evaluate clinic logistics and implement working solutions to inefficiencies in real time. Work duties may include occasional weekends and evenings, with advance notice.
EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES
1. Experience managing people a plus
2. Experience with media
3. Experience with development
4. Experience in design
5. Bachelor’s degree
6. Working knowledge of Microsoft Word and Excel
7. Customer service experience
8. Familiarity with Spay/Neuter Alliance methods and protocols a plus
JOB REQUIREMENTS
1. Must be able to learn basic veterinary medical concepts including but not limited to vaccine protocols and anesthetic risks
2. Will be asked to communicate with the public on a daily basis in a professional manner
Job Type: Full-time
Salary: $50,000.00 per year
Benefits:
- Health insurance
- Paid time off
Medical specialties:
- Surgery
How to Apply
Email Resume to: kelly.rossitto@poainc.org