Veterinary Services Administrator

Summary of Purpose:

Reporting to the Director of Operations, this position supports Inland Valley Humane Society & S.P.C.A. (IVHS & SPCA) in achieving the mission and vision through driving the goals and achievements of the Alex & Elisabeth Lewyt Medical Center. It will also oversee the functional use of hospital-related resources and activities on a cost per unit of service basis to determine the most impact. This leadership position is responsible for a wide range of complex administrative activities. This includes ensuring quality patient care, ensuring spay/neuter goals are met, effective management of clinic resources including hospital inventories, and the management of the practice team. The individual we are seeking is a skillful coordinator of logistics, people, and managing the schedules of others with the ability to juggle multiple responsibilities under pressure. The ideal candidate will be a person of integrity, loyalty, who has the capacity for hard work, perseverance, and resiliency.

Essential Functions:

• Organizes an efficient and effective High-Volume, High-Quality (HVHQ) spay and neuter program aiming at approximately 20,000 or more spay and neuter procedures annually.
• Responsible for managing the day-to-day operations of the Alex & Elisabeth Lewyt Medical Center and all other surgical functions.
• Responsible for the daily/weekly/monthly/yearly spay and neuter surgical goals, prioritizing the most at-risk animals and impacting the prevention of unwanted and overpopulated companion animals with a focus on (by priority):
  • IVHS shelter spays and neuters  
  • Reclaimed stray animals
  • Pit Bull Type Dog (PBTD) spays and neuters in high-intake areas
  • Free Roaming Cat (FRC) spays and neuters
• Grant-funded (Medical Miracle Fund) with focus on PBTDs and very low-income necessity in high intake area.
• Ensures proper HVHQ spay/neuter training for staff and team building for the entire area of responsibility.
• Responsible for managing the monthly scheduling of Surgical Veterinarians, Surgical Support Staff, Registered Veterinary Technicians (RVTs), and support staff.
• Works with the Veterinarian on shelter medicine rotation to schedule special surgeries and procedures while ensuring spay and neuter metrics are met.
• Ensures policies in medical and administrative protocols and manuals are followed and updated as needed.
• Ensures hospital compliance with required federal and state government agencies.
• Ensures proper procedures are in place for surgery, animal handling, disease control, and patient care.
• Ensures clinics have proper working equipment and supplies and that the clinic complies with all regulations and codes.
• Performs regular performance reviews and check-ins with direct reports and conducts regular department meetings.
• Manages and diffuses staff interpersonal issues by providing leadership, direction, and intervention when necessary.
• Actively supports surgical staff and volunteers in promoting the development of skills related to the hospital's goals and organizational mission.
• Resolves client complaints (involving heads of departments/divisions as needed).
• Must be able to objectively evaluate hospital logistics and implement working solutions to correct inefficiencies in real-time.
• Routinely inspects facilities and recommends building or equipment modifications to the Facilities Manager to ensure operational efficiency and emergency readiness.
• Ensures fiscal performance: analyze, forecast, and make recommendations regarding revenue, capital expenditures, and budget.
• Ensures that purchase requisition protocols are followed; expenditure and cash control all remain within the target budgets.
• Performs other duties as assigned.

Qualifications/Requirements:

• 3-5 years of proven leadership experience in High Volume, High Quality (HVHQ) Spay/Neuter (10,000+ procedures) practice and success in developing a solid team.
• Four-year college degree preferred.
• Must be able to learn basic medical concepts including vaccine protocol, anesthetic risks, etc.
• Strong computer skills with the ability to prepare reports and maintain an efficient record system.
• Familiarity with Microsoft Office Suite (Word, Outlook, Excel), ClinicHQ and ShelterBuddy shelter software knowledge a plus.
• Exceptional organizational, analytical, interpersonal and conflict resolution skills.
• Self-directed with ability to work independently/meet deadlines in a fast-paced work environment with little direct supervision.
• Strong interpersonal skills, a team player, personable, professional, and able to have a good relationship with people from diverse backgrounds, as well as the ability to handle sensitive and confidential information and situations.
• Customer-centric, non-judgmental approach to engaging with adopters, partners, visitors, volunteers, and colleagues; familiarity and comfort with an open adoption process.
• Humane attitude towards animals.
• Ability to manage the emotional aspect of end-of-life services and humane euthanasia, and support staff in high emotion circumstances.
• Ability to think strategically and deploy vision through change management.
• Emotionally intelligent leader
• Support, and represent IVHS & SPCA core values, programs, policies, and procedures
• Must possess a valid driver’s license and clean driving record.
• A solid understanding of animal sheltering and animal welfare.
• Bilingual (English/Spanish/Mandarin) preferred.
• Flexibility to work outside normal working hours including evenings and weekends.
• Willingness to continue education/training in emerging areas.
• Excellent written and verbal communication skills with an enthusiastic commitment to working in a highly functioning team.
• High degree of personal organization and self-management.
• Knowledge of issues, concerns and challenges facing animal welfare organizations and HVHQ settings.

Physical Demands/Working Environment:

• Work is performed in a setting within an animal shelter facility. Regular exposure to animal shelter conditions including odors, airborne particles, and animal fur/dander
• Must be able to:
  • Routinely lift 50 pounds and perform strenuous daily activity including, but not limited to lifting, carrying, reaching, stooping, squatting, cleaning, and bending.
  • Work at a computer for extended periods of time with repetitive typing, sitting, arm, and hand motion. 
  • Work indoors and outdoors in a variety of weather conditions including extreme heat and cold.
• Exposure to dogs, cats and other animals of all sizes, temperaments, and medical status
• Regular movement about the campus to coordinate work

Inland Valley Humane Society & S.P.C.A. Core Values

 Pawsitive - Embracing optimism at all times with animals, ourselves, each other, and our community.

 Compassionate - Meeting everyone with an open mind, kindness, and respect.

 Inspiring - Encouraging collaboration, perseverance, and dedication to our mission.

 Innovative - Leading the change our communities need.

Supplemental Information

Only those candidates whose applications and resumes most clearly demonstrating the job-related experience, education, and training sought by Inland Valley Humane Society & S.P.C.A. shall be selected to move forward in the recruitment process. Placement in the position shall be contingent upon the successful completion of a reference check, prior employment check, Live Scan, and pre-employment medical exam including a drug test. All qualified candidates are encouraged to apply; Inland Valley Humane Society & S.P.C.A. is an Equal Opportunity Employer.