Access to Care Coordinator

Job Description

Job Description

Access to Care Coordinator

Department

Operations / Access to Care

Reports To

Director of Operations

Status

Full-Time, Non-Exempt

Hours

40 hours/week

Compensation

$17.00/hour

Location

Good Shepherd Humane Society, Eureka Springs, AR; occasional travel required for mobile clinic support

About Good Shepherd Humane Society

Good Shepherd Humane Society (GSHS) is a nonprofit animal shelter serving Carroll County in Northwest Arkansas. Our Access to Care program operates a brick-and-mortar spay/neuter clinic at the shelter and the Fido Fixers mobile spay/neuter unit, providing high-volume, low-cost services to communities throughout North Arkansas.

Position Summary

The Administrative Coordinator supports the Director of Operations across two core functions: clinic coordination for the Access to Care program and GSHS-wide bookkeeping. On the clinic side, this role provides hands-on administrative and operational support at the shelter’s brick-and-mortar spay/neuter clinic and assists the Fido Fixers mobile unit as needed, both remotely at the shelter and on occasional travel days. On the financial side, this role manages QuickBooks reconciliation and purchase order processing for the organization.

This is a varied, fast-paced role that suits someone who is equally comfortable behind a desk and on their feet in a clinic environment, and who brings both attention to detail and genuine enthusiasm for animal welfare.

Primary Responsibilities

Bookkeeping & Financial Administration

• Reconcile QuickBooks credit card and bank account transactions on a regular cycle
• Prepare and submit digital purchase orders to the Director of Operations for routing to the external accountant for payment
• Track and organize vendor invoices and maintain accurate financial records
• Support grant expenditure documentation as directed by the Director of Operations

Brick-and-Mortar Clinic Support

This role is the primary on-site administrative support for the shelter’s spay/neuter clinic. Responsibilities include:

• Schedule clinic appointments by phone, including patient intake and owner communication
• Manage clinic check-in and check-out, ensuring accurate records in ClinicHQ
• Assist with clinic preparation including surgical pack assembly and supply staging
• Provide general administrative support to maintain smooth day-of clinic operations

Fido Fixers Mobile Unit Support

The Coordinator provides support to the mobile unit on an as-needed basis, which may include:

• Remote scheduling and administrative support on mobile clinic days
• Occasional on-site travel days to assist with clinic operations in the field

Clinic Communications & Volunteer Coordination

• Post clinic announcements and promotional content on GSHS social media channels, in coordination with the Director of Operations
• Coordinate clinic-day volunteers using Bugle, in coordination with the Director of Operations

General Support

• Provide administrative support to the Adoption Center as needed
• Assist with general supply ordering

Qualifications

Required

• Strong organizational skills and ability to manage both financial and operational responsibilities within the same role
• Excellent verbal communication skills; comfortable with phone scheduling and in-person interaction
• Ability to learn clinic management software (ClinicHQ), Airtable, and Google Drive
• Reliable transportation and willingness to travel occasionally for mobile clinic days
• Ability to drive mobile spay/neuter unit (RV size vehicle)
• Discretion in handling confidential financial information
• Genuine commitment to animal welfare and the GSHS mission

Preferred

• Prior nonprofit bookkeeping experience, including grant expenditure documentation
• Prior experience in a veterinary clinic, animal shelter, or healthcare front-office setting
• Experience with social media content posting

Working Conditions

This position combines desk-based financial work with regular on-site clinic days involving animal exposure (dogs and cats) and periods of standing. Occasional travel is required for mobile unit clinic days. Some weekend or early morning hours may be required depending on clinic scheduling.