Job Description
Job Description
Job Description
Job description
FLSA Classification: Exempt
Reports to: Executive Director
Summary:
The Veterinary Practice Manager (VPM) provides strategic leadership within our nonprofit clinic, fostering a positive culture, supporting staff, and ensuring effective communication. This role oversees all clinical operations, including supervision of the surgery team and financial planning to sustain shelter surgery services. The VPM works closely with the Executive Director to coordinate activities across departments such as transport, foster medical care, feral cat programs, and community clinics. Additionally, the VPM manages a broad range of administrative functions including: scheduling, staffing, reporting, marketing, accounting, and inventory control. Overall goal of ensuring smooth, high-quality operations throughout the veterinary practice.
Essential Duties and Responsibilities:
Managerial Duties:
- Lead by example as the team’s culture champion, promoting a positive and motivated work environment.
- Ensure daily, weekly, and monthly wellness maintenance/checklists are performed by tech staff, including finding alternates to complete the task and formulating disciplinary measures if assigned tasks are incomplete.
- Oversee training, education, and staff development, including completion and approval of skill sheets, working with the lead surgery and wellness technicians responsible for performing the training.
- Oversee the surgery point tracking process to ensure accuracy. Ensure speciality surgeries are scheduled appropriately, maintaining clear and timely communication between FFC and shelter management.
- Recruit and hire staff with great attitudes, work ethic, and appropriate experience.
- Assess staff performance, including annual performance reviews, disciplinary action and terminations when appropriate.
- Create a monthly schedule for staff based on business needs, including ensuring there is always Veterinarian coverage.
- Schedule and manage task assignments for all employees in the clinic, including ensuring that staff arrives on time, leave when scheduled/approved, take appropriate lunches and breaks, and ensure that no unauthorized overtime is accrued.
- Thoroughly communicate and enforce employee policy, clinic/shelter procedure, and surgery/wellness protocol.
- Maintain current knowledge of drug log requirements, DEA compliance, OSHA standards and MSDS documentation.
- Collaborate with the management team to update and maintain veterinary policies as necessary.
- Organize and conduct weekly staff meetings.
- Assist in the updating of job descriptions, posting of open positions, review of resumes and applications, interviews, hiring and onboarding for clinic new hires.
Marketing Duties
- Develop promotion concepts for the clinic that increase market awareness and sales for the wellness program.
- Maintain effective advertising in appropriate venues, sticking to budget and overall CAP public relations policies as set forth by the Executive Director and/or Marketing Coordinator.
- Develop a customer satisfaction survey assessment and contribute to the retention of existing clients by seeking to improve customer satisfaction.
- Contribute to the development of new business by undertaking product and service-related marketing and sales-linked activities, and training staff to upsell items and consistently ask for donations.
- Assist in the development and implementation of marketing plans and tactics, liaising with the Shelter Marketing Coordinator to ensure cohesion with CAP’s overall marketing plan.
- Oversee client flow to ensure that clients and patients are seen and treated in a professional, timely and competent manner.
Administrative and Operational Duties
- Act as a liaison between the clinic and the Shelter Director and medical staff.
- Responsible for administration and review of client complaints.
- Inventory control and ordering of medical supplies, medications, and office supplies in accordance with the shelter’s programs as a guide for best deals.
- Communicate in an effective and professional manner with members of the public, trainees, and all CAP staff members, volunteers and foster families.
- Follow all written and verbally communicated departmental standard operating procedures.
- Ensure all invoices are approved, that all product has been received in a satisfactory manner prior to approving invoices, and that invoices for vendors and relief vets are turned into Accounts Payable in a timely manner with no duplicates.
- Oversee call back and email system including appointment reminder calls and emails.
- Ensure that safety guidelines and procedures are maintained, reporting any safety hazards to management and through the maintenance ticket program.
- Ensure that volunteers are welcomed to the clinic, are known by name, thanked often, understand and follow policies, and feel welcome by all clinic staff.
- Work in collaboration with the Volunteer Coordinator to resolve issues between volunteers and staff.
- Responsible for keeping updated certificates: veterinary licenses for current and relief staff, insurance information on the same, tech licensing, safety/equipment licensing, DEA updates, etc.
- Responsible for medical record keeping including developing a system, and adhering to a set retention policy.
- Responsible for client communication and customer service, including addressing & resolving client complaints/issues.
- Responsible for adhering to the budget of the clinic and developing new budgets with the Executive Director.
- Coordinate and facilitate IT troubleshooting/assistance when needed.
- Performs other duties as requested by the Executive Director and Shelter Director.
Required Education and Experience:
- High school education with diploma or GED.
- At least two (2) years formal training or equivalent experience in a veterinary clinic.
- At least three (3) years of proven success in management, within veterinary/human medicine or client services industries.
- Avimark experience preferred.
Physical Requirements:
- Moving self in different positions to accomplish tasks in various environments including tight and confined spaces. Includes working closely with others for a significant portion of the workday.
- Remaining in a stationary position, often standing for prolonged periods.
- Repeating motions that may include the wrists, hands and/or fingers.
- Moving about to accomplish tasks or moving from one worksite to another.
- Move, push, pull, and pick up items up to 20 lb.
Environmental Conditions
- Includes noisy environments, including barking and other animal noises.
- Includes pungent smells from animal caretaking, including from feces, abscesses, and other medical issues.
- Includes small and/or enclosed spaces and working near co-workers.
- Includes working around animals that are sedated, open to surgery, sick, and fractious.
Philanthropic Expectations:
Citizens for Animal Protection is a charitable nonprofit organization. A nonprofit is organized and operated for a collective, public or social benefit and relies heavily on community involvement and resources. By its definition, a nonprofit is not owned by anyone and does not make a profit to be distributed to anyone. Any profits made are used toward a nonprofit’s mission; in our case all profits go to take care of the animals. CAP relies heavily on volunteers and donations to supplement adoption and intake fees which do not cover the cost of rehabilitating and taking care of the animals. Therefore, we empower and encourage our employees to actively participate in the philanthropic process at CAP. The following are examples of our expectations of each employee:
- Be an Ambassador – speak highly of CAP, our services, and our impact on the community.
- Be a Connector – Advocate CAP’s services within the shelter walls and beyond by speaking about our services and programs to others.
- Be a Cultivator – Realize that every interaction you have with an adopter, client, employee, volunteer, CS worker, etc has an impact. You are cultivating future donors, volunteers, fosters, etc.
- Be a Solicitor – ALWAYS ask for an additional donation with each service. Perfect your “ask” and appeal to a donor’s love for animals.
- Be a Steward – The best advertisement for CAP is how we treat our animals, each other, and our property. Treat everyone with respect, dignity and warmth.
Required Skills/Abilities:
- Leadership skills, including the ability to motivate a team, delegate tasks as appropriate, lead by example, maintain a professional distance from staff, and be able to discipline staff when appropriate.
- Excellent verbal communication skills.
- Excellent interpersonal and customer service skills.
- Excellent organizational skills and attention to detail, with a high level of accuracy.
- Excellent initiative with the ability to see what help is needed with the team and jump in.
- Strong analytical and problem-solving skills, including making solid judgment calls when superiors are not available.
- Ability to prioritize tasks and ask for help when appropriate.
- Ability to function well in a high-paced and at times stressful environment.
- Must have a professional appearance, excellent communication skills, and the ability to deal tactfully and effectively with the public, volunteers and other staff members.
- Should understand the principles of animal care and the policies and procedures of the organization. Must also possess a humane and caring attitude concerning overall treatment and disposition of animals.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change or new ones may be assigned at any time with or without notice.
Job Type: Full-time
Pay: $50,000.00 - $60,000.00 per year
Benefits:
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Company Description
About CAP
Citizens for Animal Protection is a non-profit organization, founded in 1972, which shelters, rescues and places homeless animals for adoption with loving families. CAP advocates respect and compassion for animal life and provides humane education to help prevent cruelty to animals.
CAP speaks for those who cannot speak for themselves through the following programs and services: Shelter & Care; Pet Adoption; Spaying & Neutering; Pet Care Counseling; Lost & Found Pets; Feral Cat Assistance Program; Pets for Seniors; Humane Education; and Pet Supply Shop.
CAP offers a range of vital services. But, of course, these services cost money. Your tax-deductible contribution to Citizens for Animal Protection is one of the most satisfying and worthwhile investments you can make for pets and people. Your dollars can mean the difference between life and death for an animal in trouble. Please help us help them. In return you get a really good feeling inside. And that, we believe, is the Greatest Dividend of all. Donate today!
Mission Statement
Caring for pets in need through sheltering, adoption, education, spay/neuter, low-cost wellness and community outreach.
Company Description
About CAP\r\nCitizens for Animal Protection is a non-profit organization, founded in 1972, which shelters, rescues and places homeless animals for adoption with loving families. CAP advocates respect and compassion for animal life and provides humane education to help prevent cruelty to animals.\r\n\r\nCAP speaks for those who cannot speak for themselves through the following programs and services: Shelter & Care; Pet Adoption; Spaying & Neutering; Pet Care Counseling; Lost & Found Pets; Feral Cat Assistance Program; Pets for Seniors; Humane Education; and Pet Supply Shop.\r\n\r\nCAP offers a range of vital services. But, of course, these services cost money. Your tax-deductible contribution to Citizens for Animal Protection is one of the most satisfying and worthwhile investments you can make for pets and people. Your dollars can mean the difference between life and death for an animal in trouble. Please help us help them. In return you get a really good feeling inside. And that, we believe, is the Greatest Dividend of all. Donate today!\r\n\r\nMission Statement\r\nCaring for pets in need through sheltering, adoption, education, spay/neuter, low-cost wellness and community outreach.
Job Tags
Full time, Traineeship, Relief, Work at office,