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Veterinary Office Administrator

4 months ago

Chattanooga, United States Wolftever Pet Wellness Group Full time

Job Description

** We’re looking for:**

A courteous and efficient veterinary office administrator to assist in coordinating and managing all office administration procedures. The office administrators responsibilities include ordering, inventory management, coordinating schedules, resolving conflicts among office staff members, training of staff members, and all other aspects which keeps the practice operating efficiently. You should also be able to answer pet owners' questions regarding clinic policies, appointment availabilities, and treatment costs.

To be successful as a office administrator, you should be patient, detail-oriented, and adept at multitasking. Ultimately, an outstanding office administrator should be able to communicate effectively with pet owners and veterinary staff members as well as demonstrate exceptional management, organizational, and customer service skills.

** Job duties include, but are not limited to:**

  • Make informal recommendations to the practice manager and regional team concerning such personnel matters as staffing needs, advancement, re-assignments, hours of work or other status changes affecting the receptionists.
  • Develop employee skills, discuss corrective measures to improve performance and prepare appraisals.
  • Recruit/Hire/Onboard appropriate staff members that fit within the culture and the needs of the hospital.
  • Market your hospital to prospective customers and the veterinary community by identifying and attending relevant local and regional events.
  • Resolve informal employee complaints, provide a general explanation of the nature and basis for hospital personnel policies and procedures; maintain effective employee-management communication.
  • Work well with all team members and ensure that your actions support the hospital, the doctors, and the practice philosophy.
  • Knowledge of hospital procedures for assembling patient records in their required order and sequence and for recording a variety of veterinary practitioners’ orders for patient activities, diet, tests, and treatments to maintain an accurate and permanent report of patient information.
  • Knowledge of spelling and meaning of commonly used veterinary terminology (e.g., terms of anatomy, physiology, diseases, tests, etc.) to accurately enter specific information into patient records.
  • Requires skill in obtaining information from owners to complete records, in giving instructions for scheduling appointments and therapeutic activities and in relaying the practitioners’ orders concerning animal care and treatment.
  • Ensuring that pet owners' complaints are promptly addressed and resolved.
  • Strong client service skills.
  • Preparing employee work schedules and managing the office staff.
  • Strong leadership, communication, and motivations skills. Has the ability to direct, guide and assist a group of individuals.
  • Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Ability to show unbiased judgment when managing people and make fair and just recommendations regarding personnel issues and/or disciplinary action.
  • Answering telephone calls in a polite and professional manner.
  • Establish inventory control system to assure adequate stocks of supplies are available. Review best prices for all products purchased. Maintain inventory control, including controlled drugs, by monitoring product quantities, qualities, and price points. This includes equipment and dealing with returns.
  • Manage and/or implement hospital policies, including DEA/Controlled Substances and OSHA.
  • Establish good relationships with vendors to receive the best support that vendor has to offer the hospital.
  • Promptly notifying the appropriate veterinary staff of emergency cases.
  • Interviewing suitable office staff candidates and providing training to office employees as needed.
  • Perform other duties as assigned

Qualifications:
Qualifications

** Qualifications:**

  • Minimum of 1-year management experience preferred or 3+ years veterinary experience preferred
  • Knowledgeable in veterinary medicine terminology and how to run a veterinary hospital
  • Compassionate, Calm, Team Player, Multi-Tasker and Strong Communicator
  • Highly organized and possess computer skills
  • Self-starter with the desire to continue to advance your knowledge and skillset
  • Open availability with flexibility to change hours based on hospital’s needs

SPECIAL WORKING CONDITIONS
+ Ability to sit or stand and work at a computer for long periods of time.
+ Ability to be confident around animals (i.e., dogs, cats, birds, reptiles, etc. Candidate to confirm species treated with practice leadership for additional clarity.)
+ Client needs and work volume may occasionally require more than 40 hours per week to complete essential duties of this job. This position may require special working hours, including working weekends, evenings and/or holidays.
+ Must have mental capacity and processes for reasoning, remembering, mathematics and language ability (reading, writing, and speaking the English language) to perform the duties proficiently.
+ The noise level in the work environment is moderately high. Ear plugs will be available upon request.
+ Job requires sufficient ambulatory skills in order to perform required duties while working.
+ Ability to sit, stand, walk, stoop, kneel, crouch, and climb as well as manipulate (lift, carry, move) up to 50 pounds.
+ Requires good hand-eye coordination, arm-hand-finger dexterity with the ability to grasp, and visual acuity to use a keyboard and operate other equipment as required.
+ Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
+ Hospital teammates are routinely exposed to a variety of animals that may bite, kick or scratch, and on occasion, may be exposed to anesthesia, radiation, biological or zoonotic hazards and/or medication/controlled substances.

Additional Information

** We offer our staff:**

  • Comprehensive Benefits (health, dental, vision, liability, 401k & 401K matching program, life & supplemental insurance, HSA, & FSA)
  • Employee Assistance Program
  • Paid Vacation and Sick Time for ALL Employees
  • Paid Bereavement Program
  • Paid Parental Leave Program
  • Competitive Compensation
  • Continuing Education Allowance (applies to licensed/registered/certified roles)
  • Tuition Assistance Program
  • Access to a CVA/CVT/CVPM Partnership through Penn Foster
  • Career Development Opportunities
  • Referral Bonus Program for most positions
  • Additional Benefits May Also Be Available (i.e. Personal Pet Discounts, Holiday Pay, Uniform Allowance, Bonuses etc)
  • *Hiring eligibility may be contingent to a candidate authorizing and completing a satisfactory background check.

*Note – some benefits may only be available to or vary slightly for full time employment status vs part time status.

WE ARE A DRUG-FREE, SMOKE-FREE, EQUAL OPPORTUNITY EMPLOYER.

Company Policy & Federal & State Laws Forbid Discrimination Because of Age, Color, Race, Religion, Sex, Disability, Sexual Orientation or National Origin