Clinic Manager for a High Volume, Spay/Neuter Clinic

Description

POSITION SUMMARY

The Clinic Manager is responsible for the overall day-to-day operations, administration,

and financial oversight of POA SPAY!, a low cost spay and neuter clinic. This position

plays an essential leadership role in ensuring the clinic operates efficiently, responsibly,

and in alignment with the organizations mission and goals.

The Clinic Manager oversees administrative staff, manages human resource functions,

monitors financial performance, and works closely with the Veterinarian and Veterinary

Technician Supervisor to ensure the clinics operational needs are met.

The successful candidate will demonstrate strong leadership, communication,

organizational, and problem-solving skills, with the ability to manage staff, address

workplace concerns, establish accountability, and make sound operational decisions.

The Clinic Manager reports to and works closely with the Board of Directors,

maintaining open communication regarding clinic operations, staffing, financial

performance, and organizational needs.

DUTIES and RESPONSIBILITIES

1. HUMAN RESOURCES and STAFF MANAGEMENT

• Recruits, hires, supervises, and, when necessary, terminates employees and coordinates volunteer staffing needs.
• Maintains employee personnel files, including payroll documentation, I-9 forms, training records, disciplinary documentation, and performance reviews.
• Processes new employee insurance enrollment forms and tracks employee insurance deductions.
• Oversees ADP Time and Attendance, processes biweekly payroll for the organization, and tracks employee time-off requests and balances.
• Coordinates with insurance representatives regarding annual health insurance renewals and employee benefits.
• Maintains and updates the employee handbook.
• Provides leadership, direction, and accountability to staff, addressing performance concerns and workplace conflicts as needed.
• Ensures staff receive appropriate training and have the resources necessary to perform their responsibilities effectively.

2. CLINIC OPERATIONS and ADMINISTRATION

• Oversees daily clinic operations and ensures established policies, procedures, and manuals are maintained and updated as needed.
• Works closely with the Veterinarian and Veterinary Technician Supervisor to ensure the clinic is properly equipped, and that equipment maintenance is scheduled.
• Ensures administrative staff are properly trained, and clinic operations are conducted efficiently.
• Promotes a positive, professional, and collaborative workplace environment for employees and volunteers.
• Ensures clients receive exceptional customer service that reflects the organizations philosophies and guiding principles.
• Addresses client complaints and concerns professionally and works toward timely resolutions.
• Oversees clinic scheduling and pricing and provides administrative support when necessary.
• Conducts staff meetings to review procedures, address workplace concerns, and encourage communication and collaboration.
• Meets monthly with the Board of Directors to review clinic operations, policies, procedures, financial performance, and long-term goals.
• Meets weekly with the Clinic Committee to discuss operations, staffing, and organizational needs.
• Monitors grant and subsidy funding, including designated funds such as feral cat clinic days, and ensures funds are tracked and used appropriately.
• Participates in committees and special projects as assigned.

3. FINANCIAL MANAGEMENT and REPORTING

• Oversees administrative staff responsible for daily cash drawer balancing, reconciliation, and financial documentation.
• Handles deposits as necessary.
• Prepares and recommends the annual clinic budget for Board approval and manages clinic resources within approved budget guidelines.
• Monitors clinic financial performance and program activity, maintaining accurate daily, weekly, and monthly reports.
• Prepares monthly clinic reports for the Board, including surgery numbers, cancellations, no-shows, and other relevant operational statistics.
• Reviews invoices for accuracy and approval before submitting them to the bookkeeper for payment.
• Reviews financial statements provided by the Treasurer and monitors spending to ensure expenses remain within approved budget allocations.
• Identifies financial or operational concerns and recommends solutions when necessary.

4. MARKETING, COMMUNICATIONS and COMMUNITY OUTREACH

• Oversees and coordinates clinic social media content with administrative staff, including Facebook, Instagram, and the POA SPAY! website.
• Develops and designs promotional and fundraising materials
• Actively promotes the importance of spay/neuter services and educates clients about responsible pet ownership.
• Represents POA SPAY! and the organization professionally and positively in all public and community interactions.

SKILLS and QUALIFICATIONS

This position requires the ability to multitask and manage competing priorities in a fast-

paced, dynamic environment. Flexibility and adaptability are essential, as

responsibilities may shift based on the needs of the clinic and organization.

The ideal candidate will demonstrate:

• Strong leadership and staff management abilities.
• The ability to communicate assertively, professionally, and effectively with employees, volunteers, clients, and Board members.
• Strong organizational skills and attention to detail.
• The ability to work independently, take initiative, and make sound decisions.
• Effective problem-solving skills and the ability to identify operational inefficiencies and implement practical solutions.
• The ability to manage sensitive personnel matters and maintain appropriate confidentiality.
• A commitment to animal welfare and the organizations mission.

Occasional evening and weekend availability may be required with advance notice.

REQUIRED EDUCATION, EXPERIENCE and KNOWLEDGE

• Management or supervisory experience.
• Bachelors degree.
• Proficiency in Microsoft Word, Excel, and Google Workspace.
• Customer service experience.
• Familiarity with spay/neuter practices and protocols, including those established by the ASPCA Spay/Neuter Alliance, preferred.
• Veterinary technician experience and the ability to assist or provide coverage
• when staffing needs arise.
• Experience developing and implementing workplace procedures, employee training, and operational protocols.

Relocation assistance may be available for qualified candidates who need to relocate to

New England.

How to Apply

If interested you may email us at: clinichiringteam@poainc.org