Office Manager

2 weeks ago

Minneapolis, United States Westgate Pet Clinic Full time
Overview

Westgate Pet Clinic is seeking a Full-Time

Office Manager to join our team

About Us: At Westgate Pet Clinic, we're seeking a skilled office manager to join our dynamic team. In this role, you'll oversee daily office operations in coordination with a Multi-Site Hospital Director. This role will manage support the smooth functioning of our office. Would you describe yourself as someone with excellent organizational and communication skills, and a self starter, as well as someone committed to maintaining a positive and efficient workplace? We are looking for you

Veterinary experience is welcome but not required. If you're ready to make a significant impact and contribute to our company's success, we invite you to apply and join our dedicated team.

Location: 4345 France Avenue S. Minneapolis, MN 55410

Compensation: Up to $28/hr

Shift Details: Monday - Friday 7am-4pm position with an hour lunch each day (start and end time is flexible)

Job Summary: The Office Manager is a key member of the hospital management team. This position reports to the hospital's Practice Manager. The Office Manager provides support to the Practice Manager, in efforts to provide leadership to the medical support staff in the operation of a hospital in accordance with hospital policy and procedures.

Travel required: Minimal travel required, possibly for vendor visits and associate education.

Responsibilities

Essential Functions:
The following duties and responsibilities generally reflect the expectations of this job but are not intended to be all inclusive. The essential functions include the most significant tasks and are the essence of why the role exists; removing an essential duty would fundamentally alter the role.
  • Maintain and uphold the Core Values and Mission Statement of MVP.
  • With direction from the Practice Manager, assist in directing Lead Customer Service Representative and Lead Veterinary Technician or function in these roles; manage call-ins and physically cover shifts as needed.
  • With direction from the Practice Manager, assist in directing job placement and task management, keeping technical skills in mind.
  • Assist with maintaining efficient schedules and limiting overtime, initiate changes in staff coverage for varying case load.
  • Assist in leading orientation, job training and development of the technical support staff, doctors, and receptionists; manage staff recognition.
  • Develop and present continuing education topics to the staff on a regular basis; develop and lead all staff meetings, oversee reception and technical meetings.
  • Conduct job shadows/interviews and pre-employment screens
  • Obtain all new employee paperwork; write and conduct performance evaluations for the team; manage staff member breaks
  • Assign maintenance duties and tasks; oversee completion.
  • Contribute to on the floor/overall performance modification.
  • Assist in monitoring staff participation in client services, phone calls, histories, discharges, and client visits bringing concerns to the Practice Manager.
  • Review treatment sheets and medical records to ensure standard of care and record keeping.
  • Oversee and/or manage OSHA training and compliance (including radiology badge monitoring).
  • Assist in managing doctor schedules and appointment schedules in the Practice Management Software.
  • Oversee petty cash, open invoices, account issues, daily deposits (minimum 3 times per week/per site), A/R and submit to collections as necessary.
  • Forward invoices to financial manager; file invoices and bills.
  • Assist with managing advertisement and administration of clinic specials.
  • Provide service breakdown reports and financial reports as required by Practice Manager.
  • Monitor and respond to online client complaints (NPS Score Tracking and Response).
  • Monitor and respond to in person client complaints.
  • Conduct client surveys and client service calls.
  • Monitor and manage hospital email and manage phone systems and voicemail.
Additional Functions:
  • Assist in block appointment times as necessary in the Practice Management Software.
  • Manage down time activities.
  • Perform all duties and tasks as assigned.
Qualifications

Required Knowledge, Skills and Abilities:
  • Must be confident around pets.
  • Demonstrated commitment to MVP core values.
  • Advanced computer skills and proficiency in MS Excel required; intermediate skills and proficiency in MS Word, Outlook, and PowerPoint required. It will also be necessary to become proficient in the use of practice management software.
  • Demonstrated empathy and respect for teammates and patients.
  • Ability to handle varied and sometimes difficult conditions: will be exposed to highly emotional situations, unpleasant odors, noises, and animal excrement.
  • Must have excellent organization skills and attention to detail.
  • Fluent in the written and verbal skills necessary to perform the essential functions, duties, and responsibilities of the position successfully.
  • Must be able to exchange accurate information throughout all levels of the organization or with all clients and team members.
Required Education and Experience:
  • High School diploma or equivalent
  • Three (3) years Management experience required.
  • At least an associates and 3 years of management experience
Preferred Education and Experience:
  • A Bachelor's Degree in Management or Leadership, M.B.A., CVPM and/or CVT/LVT preferred.
  • Former veterinary experience preferred.
Physical Requirements:
  • The employee must have the ability to stand, walk, stoop, kneel, crouch, and climb as well as manipulate (lift, carry, move) up to 50 pounds.
  • The employee must be able to endure sitting, standing, and walking on hard floor surfaces for extended periods of time.
  • Able to work in noisy work conditions with sounds from animals and equipment that can be moderately high.
  • The employee will be routinely exposed to a variety of pets that may bite or scratch, and on occasion, exposed to anesthesia, radiation, biological hazards, and medication/controlled substances.
  • The employee must possess sufficient ambulatory skills in order to perform duties while in hospital environment.
  • The employee must have good hand-eye coordination, arm-hand-finger dexterity with the ability to grasp and visual acuity to use a keyboard and operate equipment.

Reasonable Accommodations

Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. If you need a reasonable accommodation in order to perform the essential functions of a position, please send an e-mail to benefits@mvetpartners.com and let us know the nature of your request and your contact information.

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