Assistant Clinic Manager

Butte Humane Society is seeking a dedicated, highly organized, and compassionate Assistant Clinic Manager to lead our veterinary team! Are you a reliable and team-oriented leader with a passion for animal welfare? We need your expertise to ensure the smooth and efficient operation of our clinic, providing essential care to the animals in our community. If you thrive in a fast-paced environment and are committed to fostering a collaborative and supportive team, we encourage you to apply.

Our veterinary center is an energetic environment that provides a variety of services to support the people and animals in our community and the animals in our shelter.

Under the direction of the Operations Manager, and alongside our leadership team including the Executive Director, Clinic Leadership and Veterinarian, the Assistant Clinic Manager performs a wide range of difficult to complex administrative activities and direct patient care related to the clinic: providing quality patient care and excellent client service, management of finances and accounting, marketing and promotion of services, staff management, and discretionary activities, that serve to support effective business operations. The Assistant Clinic Manager supports the clinic by making informed decisions and collaborating with lead staff and directors to successfully manage all aspects of our clinic's daily, weekly, and ongoing operations. 

This position requires 6 months of Veterinary Assistant work experience and 6 months of managerial experience to be considered.

Job Functions:

• Provides a high level of customer service both in person, via email, and over the phone.
• Responsible for the management of all clinic staff positions.
• Participates as a Veterinary Assistant in direct patient care including exams, vaccines, blood tests, estimates, care plans and treatments ordered by the Veterinarian.
• Schedule management.
• Client account management.
• Knowledge of business promotion and marketing techniques.
• Able to communicate effectively both verbally and in writing.
• Background in managing service-oriented operations.
• Ability to plan, organize, and effectively present ideas and concepts.
• Ability to take information obtained from clients, staff, and other sources, discern that which is credible, and assess the hospital and its operation objectively.
• Must be able to handle multiple tasks at once, and deal with high levels of stress in an environment of changing priorities.
• Inventory Management.
• Execute end-of-month reporting.
• Understand and help to operate the clinic within budget and to meet/exceed our operational goals.
• Leads, trains, and mentors all staff positions to do the same. Maintains efficient and effective training manuals and protocols.
• Conducts regular staff meetings within the clinic department.
• Conducts monthly safety meetings.
• Perform any duty that may be required to maintain a productive, harmonious work environment where extraordinary value is placed on patient care, client service and associate experience.

Additional Duties:

• Actively participate in the process of hiring new clinic employees as required.
• Train, review, schedule, discipline, and escalate staff issues to the Operations Manager, Human Resources Coordinator, and Executive Director as needed.
• Can recommend employees transfer from part-time to full-time, staying with controlled payroll budget and after review with the leadership team.

Physical Requirements:

• Dependable attendance is required.
• Any allergies to animals must be controllable through medication.
• Must be able to regularly lift up to 50 pounds.
• This position requires the ability to walk, bend, stand and reach constantly during a 10-hour shift.
• Visual acuity sufficient to maintain accurate records, recognizes people and understands written directions.
• Ability to speak and hear sufficiently to understand, give information in person or over the telephone.
• Fine motor skills adequate for utilizing office equipment such as facsimile machines, computers, copiers and computer keyboards.

Detailed Duties:

Staff Management:

• Utilize HR systems to recruit and onboard new hires
• Prepare new-hire packets and discuss with new associates.
• Orientation, training, education, development and ongoing review of staff.
• Oversee staff scheduling and monitor employee time.
• Monitoring License expirations.

Client Management:

• Oversee training of all staff in accordance with the principles of the 3 P’s and BHS Mission Statement. Lead staff to deliver an excellent client experience.
• Oversee client flow to ensure that clients and patients are seen and treated in a professional, timely and competent manner.
• Ensure effective call back systems are maintained and utilized routinely.
• Ensure billing, calculation of any discounts and other special accounts are handled properly.

Office Management:

• Modify and update systems and procedures wherever needed to better serve clients, patients, the practice and employees (e.g., modify schedules for the most productive use of time) with the approval of the Executive Director.
• Ensure opening and closing tasks are completed daily.
• Maintain adequate inventory of office supplies, medical supplies and equipment.

Production Management:

• Meet with the Operations Manager, Executive Director and Veterinarians regularly to discuss, evaluate and plan for the welfare of the practice.
• Ensure that marketing events are effective – internal and external through collaboration with our Communication and Development Department.
• Check transactions for accuracy and missed services through regular weekly audits.

Financial Management:

• Monitor the cost of purchasing so the practice operates within guidelines.
• Participates actively in maintaining the established budget and joins monthly financial review meetings with the Operations Manager, Executive Director and Veterinarian staff.
• Review employee account balances and address as needed to fit our policy for payment.
• Track SFAFA or other grant funds.

Facility Maintenance:

• Oversee the maintenance/housekeeping of the clinic for orderliness and cleanliness of both the inside and outside of the building.
• Monitor janitorial responsibilities.
• Oversee that safety procedures are implemented and followed.
• Oversee facility and equipment maintenance and repairs, ensuring current maintenance of a repair log.
• Assist Facilities Coordinator to issue building access codes and keys to staff as needed.

Meetings:

• Attends meetings as requested.
• Attend and participate in monthly shelter operation meetings.
• Plans and/or participates in clinic management meetings.
• Conducts clinic training meetings.

Communication:

• Read and respond to all communication and public reviews in a timely manner.
• Ensure that the policies of BHS, and all state guidelines and recommendations, are quickly communicated to clinic staff and ensure follow-up of adequate training.

Physical Demands:

• Standing: Frequently
• Walking: Constantly
• Stairs: Occasionally
• Sitting: Frequently
• Lifting/Carrying: Frequently
• Pushing/Pulling: Frequently
• Bending/Stooping: Frequently
• Kneeling: Occasionally
• Squatting/Crouching: Frequently
• Reaching: Frequently
• Grip/Dexterity: Constantly
• Twisting: Frequently
• Talking: Constantly
• Hearing: Constantly
• Repetitive Motions: Constantly
• Eye/Hand/Foot Coordination: Constantly
• Visual Activity: Constantly

Compensation: $22-$25 Hourly DOE

Benefits: Paid time off, Paid Holidays, Company Discounts, Health/Vision/Dental plans,

Working Hours: 4/10’s schedule Tuesday-Friday, 7am-5:30pm

Salary : $22 - $25