Clinic & Intake Prevention Manager

Peggy Adams Animal Rescue League

Job Description

Job Title: Clinic & Safety Net Manager

Department: Wellness Clinic

Reports To: Director of Veterinary Medicine

FLSA Status: Exempt

Pay Rate: $60,000 Annually

Summary

The Clinic and Safety Net Manager is responsible for the operation of the Clinic and the Safety Net program. Provides leadership to Clinic and Safety Net teams, assures regulatory compliance related to the practice of veterinary medicine, and is responsible for the financial performance of the Clinic. This position works with all departments on intake prevention efforts, admittance of pets into Peggy Adams’ care, and developing and maintaining partnerships with organizations in our community to support program efforts.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

Medical Care & Operational Support:

Champion change and drive innovative programs in the Clinic.

Continually look for ways to innovate operational practices that improve the growth of the practice and increase operational revenue.

Ensure Peggy Adams policies are followed and updated as needed.

Responsible for the financial performance of the Clinic which includes managing the revenue and expenses for all veterinary services provided to the public.

With the Clinic team and supported by leadership, prepares an annual planning matrix, operating budget, capital budget, and meets budget expectations.

Take ownership of the revenue and success of the practice by monitoring key financial reports.

Answer client questions and concerns regarding medical and surgical procedures.

At the direction of the Director of Veterinary Medicine, provide oversight and direction of medical standards and quality of care within the Clinic.

Perform humane euthanasia when necessary.

Assist with client services or veterinary technician tasks and duties when necessary.

Minimize waste and control costs related to medical supplies and drug inventories.

Maintain and audit daily, weekly, and monthly client service and medical retail reports for data entry accuracy and compliance with organizational policies.

Safety Net Program:

Responsible for the oversight and coordination of Safety Net programming to keep pets out of shelters and with their families.

Collaborate on the development of strategies, goals, structure, and procedures of all Safety Net programs, including Peggy’s Pantry (pet food pantry), medical (vaccine clinic, spay/neuter services, other medical and surgical care), temporary housing, and other resources, to keep pets in their homes.

Manage all aspects of Peggy’s Pantry internally and across our community, including client enrollment and appointments, onsite and offsite distributions, Peggy’s Pantry partners, in-kind donors, donation receiving and processing, volunteers, and pantry outreach events.

Provide a high level of customer service to Safety Net clients via phone, email, text message, and in-person interaction.

Create and maintain relationships with in-kind donors, and provides a high level of customer service, to ensure Safety Net program sustainability while planning and facilitating program growth.

Expand community outreach efforts by identifying, cultivating, and maintaining partnerships with human service organizations.

Coordinate with vendors and Purchasing Coordinator to make necessary purchases for the Safety Net program. Responsible for coding receipts and adhering to the budget.

Responsible for tracking and logging all outgoing pet supplies and resources provided to clients and partners, and provides timely detailed reports, as needed.

Responsible for producing monthly report with Safety Net data and stories.

Work with Safety Net team to identify owners in need of services.

Collaborate with all departments to maximize Safety Net program efforts organization wide.

Responsible for working with the Development and Marketing department to ensure robust content across multiple channels to effectively communicate Peggy Adams Safety Net program to the community.

Staff and Volunteer Support:

Directly manage performance of Clinic and Safety Net support staff (Pet Resource Coordinators).

Provide training to team.

Will collaborate closely with other staff within Medical Services department.

Provide support for veterinarian(s) and veterinary technician(s) working in the Clinic.

Conduct and lead productive regular meetings during which Clinic operations and performance measures are discussed and improved upon.

Create and maintain a workplace conducive to high employee morale and output, ensuring positive working relationships between clients, doctors, staff, and volunteers.

Participate in the recruiting and interviewing process for support staff positions as deemed appropriate.

Create a culture of embracing volunteerism, emphasizing the importance of volunteers in all aspects of the Clinic and Safety Net.

Client Support:

Drive patient visits and community involvement.

Provide accurate, concise medical information to all Clinic clients. Ensure other staff and veterinarians also provide accurate and concise information.

In conjunction with the Director of Veterinary Medicine, ensure client experience is exemplary when interacting with the Community Veterinary Clinic (adopters, foster parents, clinic clients, and surgery clients, etc.) and Safety Net.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must support the Animal Rescue League’s mission, policies and practices.

Two years’ experience as a practice manager or similar and overseeing employees preferred.

Experience in the veterinary or animal field preferred.

Experience with social work, working with at risk communities and/or diverse communities, preferred.

Must have the ability to navigate challenging client service issues tactfully, while representing Peggy Adams.

Must possess a robust understanding of medical and veterinary language and verbiage, and an ability to communicate this language to individuals who do not.

Ability to work independently and effectively with managers, staff, and volunteers to accomplish daily tasks as well as strategic plans and contribute effectively as part of a team.

Affection for animals, concern for their welfare, and an ability to handle the physical and emotional aspect of work in an animal shelter environment, including euthanasia.

Excellent oral and written communication skills.

Must have working knowledge of animal shelter operations and best practices.

Must have knowledge of animal care, sheltering, and behavior.

Experience working with organizations that provide access to veterinary care preferred.

Florida Animal Control Association euthanasia certified preferred.

Working knowledge of Microsoft Office required.

Bilingual preferred.

Willing to stay at the shelter during a hurricane or other disaster.

Must possess a willingness to work evening and weekend hours as needed.

Must possess a high-level ability to multi-task, organize and perform detailed tasks efficiently and with accuracy.

Must be able to present cohesive and detailed reports both orally and/or written to Management Team.

Physical Demands

The physical demands described here are representative of those that must met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

While performing the duties of this job, the employee is consistently required to stand, move, and kneel or crouch. In addition, the employee is constantly required to speak, hear, and use hands for grasping, reaching and other operative tasks. The employee is required to stand and sit frequently. The employee will also be required to bend neck and twist body. The employee will be required to consistently lift an animate or stationary object of up to 50 pounds.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

While performing the duties of this job, the employee is frequently exposed to an indoor office environment as well as outdoor weather conditions. The employee is frequently exposed to animal odors and animal fur.

The noise level in the work environment is usually moderate to loud.

Potential for exposure to zoonotic diseases, dangerous and fractious animals, hazardous chemicals, anesthetics, and sharp objects.

Field conditions may be encountered.

This is a full time job