Clinic Operations Supervisor

Options Veterinary Care

Job Description

Clinic Operations Supervisor Options Veterinary Care

Overview:
The Operations Supervisor is a key member of the management team and responsible for managing the efficient flow and smooth operations of the clinic by creating a culture of accountability, teamwork, and strong customer service. Additionally, the Operations Supervisor assists with volunteer programs and communications with other organizations.

Specific Responsibilities:

Management
• Managing the flow of clients and patients in the clinic to ensure efficiency, excellent patient care and customer service, and efficient/effective use of time and resources.
• Working with the clinic manager, veterinarians, and leads to ensure effective processes for all aspects of the clinic.
• Overseeing animal care and recordkeeping for Options rescued cats; ensuring that cats move efficiently through the process to adoption.
• Assisting with data tracking and reporting for grants.

Staff and Volunteers
• Overseeing customer service and veterinary support staff in collaboration with lead staff in both departments.
• Assisting with staff scheduling and performance reviews; ensuring accurate tracking of staff time.
• Overseeing and supporting staff onboarding and ongoing training, including the enhancement of overall training programs.
• Ensuring proper procedures are in place for animal handling, disease control, and patient care.
• Monitoring to ensure that things are being done as they should be and on a timely basis.
• Supporting internal communications.
• Managing volunteers and creating and managing a robust volunteer and foster program.

Customer Service
• Assisting with the development and implementation of consistent front-desk customer service and client interaction standards, as well as other non-medical functions; includes the SOP documentation.
• Supporting the process of assisting clients with appropriate funding and documenting information as needed for grants.
• Assisting with the management of patient scheduling to ensure that appropriate numbers of animals are booked daily.
• Obtaining client feedback on services and recommending needed changes.
Clinic Compliance and Safety
• Overseeing clinic compliance with regulations and codes including OSHA, DEA, FDA, the state vet board, and any other applicable state and local agencies.
• Monitoring safety concerns and equipment maintenance to ensure that they are addressed in a timely manner.
• Monitoring staff’s inventory management and ordering of supplies and medications as needed.

Fundraising and Community Relations
• Personally assisting and working with staff to ensure that information and photos for both marketing and fundraising are gathered and shared on an ongoing basis.
• Assisting with communication and relationships with rescue groups and partner organizations.

Other
• Helping with client and other clinic functions as needed including animal care and handling.
• Supporting the clinic manager as needed.

Specific Qualifications:
Required
• Bachelor’s degree or equivalent work experience.
• Four-plus years of experience in a management role including management of teams.
• Knowledge of Microsoft Office and the ability to learn new systems quickly including EzyVet.
• Excellent interpersonal, verbal, and written communication skills.
• Demonstrated capability to organize work efficiently, set priorities, and establish plans and timetables for achieving goals.
• Demonstrated ability to influence and motivate others toward a goal.
• Ability to delegate tasks, make decisions, and follow up to ensure tasks are completed.
• Ability to rapidly and accurately process information.
• Ability to function effectively and efficiently in a fast-paced, dynamic environment.
• Knowledgeable or able to learn basic veterinary medical concepts including but not limited to vaccine protocols and anesthetic risks.
• Ability to communicate with the public on a daily basis in a professional manner, sometimes under stressful or emotional circumstances.
• Ability to cope with the death of animals either due to surgical complications or euthanasia.

Desired
• Experience working in animal sheltering, veterinary clinics, or another fast-paced industry.
• Experience working with volunteers and the public.
• Experience with finances and data reporting.

General Qualifications and Expectations for All Staff:
• Commitment to the mission and goals of Options Veterinary Care.
• Affection for animals and concern for their wellbeing.
• Flexible with the ability to manage changing priorities and varied tasks and schedules.
• Strong interpersonal skills—The ideal person would be outgoing, personable, professional, and able to get along well and communicate successfully with a variety of people.
• Strong written and verbal skills.
• Results-oriented—Able to set goals, plan and carry out projects without direct supervision in an organized, efficient, and effective manner.
• Collaboration—Working effectively as part of the team to accomplish the organization’s goals.
• Strong organizational skills.
• Learning-agility—Willingness and ability to learn new things quickly; interest and commitment to keeping up with emerging best practices.
• Innovative/solution-oriented—Strong problem-solving skills; able to find ways to make things work.
• Drive―Takes initiative and works with minimal supervision and direction; performs all duties in a manner which encourages attainment of the campaign’s goals.
• Attention to detail―Exceptional ability to follow through and meet deadlines.
• Technology savvy—Comfortable and proficient with computer technology (proficiency with Microsoft Office and possibly other programs/applications that apply to specific roles); able to learn new programs quickly.
• Sound judgment―Maturity, good judgment, and strong decision-making and implementation skills.
• Professional personal appearance and demeanor.

Responsibilities of All Staff:
• Promoting a humane and caring attitude toward all animals and treating all animals with respect and compassion at all times.
• Working courteously and cooperatively with colleagues, volunteers, and other organizations.
• Treating clients, co-workers, and others with respect and courtesy.
• Ensuring superior customer service by promptly addressing concerns, demonstrating respect and empathy, and resolving problems on the spot during walk-in or telephone call situations.
• Willingness to assist with tasks outside of primary realm of responsibility in a manner which demonstrates interest, care, and concern for the staff, public, and animals we serve.
• Being alert to and providing information on success stories to appropriate team members.
• Participating in periodic team meetings to discuss goals and plans.
• Helping to ensure that all established procedures and policies are followed within the intended spirit of each.

Requirements:
• Education/experience: Bachelor’s Degree or equivalent work experience.
• Location: Lives in greater Sparks/Reno, Nevada area or willing to relocate.
• Nevada Driver’s License in good standing.
• Able to work with and around animals.

Terms of Employment:
• Exempt position, reporting to the Clinic Manager.
• A typical work week is Monday through Friday, five eight-hour days OR four ten-hour days. Work schedule (hours and days of the week) may vary according to the needs of the organization; may include weekend, night, and holiday work.
• Benefits include three weeks paid time off (PTO—for vacation, sick, and personal time), eight paid holidays, and a substantial employer contribution toward individual medical and dental insurance.
• There is no minimum period of employment that is implied or guaranteed.
• Annual salary range: $52,000 to $60,000 based on relevant experience.

Humane Network, as the employer, does not and shall not discriminate on the basis of race, color, religion (creed), gender, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its activities or operations. These activities include, but are not limited to, hiring, and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and clients.

How to Apply:
Send a one-page cover letter and a resume to info@humanenetwork.org.

Applications will be reviewed as they are received.

About Options Veterinary Care:
Options Veterinary Care is a program of Humane Network that operates a clinic that provides quality, affordable, and accessible spay/neuter services and veterinary care for pets and community cats to keep pets and families together and support a humane community.

About the Community:
Humane Network is based in Reno, Nevada, The Biggest Little City in the World. Reno is a world-class tourist destination with a vibrant arts scene and year-round outdoor activities that has something for everyone. Only 45 minutes away is Lake Tahoe and some of the country's best ski resorts. Reno is also home to numerous hiking, biking, and kayaking options, as well as many casino-resorts and some of the nation’s top special events: Burning Man, Hot August Nights, the National Championship Air Races, and more. US News and World Report ranks the University of Nevada, Reno as a national Tier 1 university. The area is rapidly becoming a manufacturing and technology hub with Apple, Switch, and Tesla all opening major facilities. Reno rests at a comfortable 4,400 feet above sea level and gets more than 300 sunny days each year. Average high temperatures are 46 degrees in January and December (the coldest months) and 92 degrees in July (the warmest). Learn more at whyreno.org/livability.

This is a full time job