Part-time Clinic Coordinator

Job Description

Job Description

BENEFITS:

• 403b with employer match
• Cuddly co-workers

Non-Exempt role - Starting Range: $25.00-$28.00/hour

Position Summary: The Clinic Coordinator is responsible for providing cordial, compassionate, quality support to all clients, staff, and volunteers. There is a focus on general clerical duties including data entry, intake/release of patients, and scheduling appointments for a multi-doctor office. General communication duties include phone calls, emails, and other digital platforms. The ideal candidate for this position should be passionate about preserving and strengthening the human-animal bond. They should be compassionate, willing to share information freely, and enjoy connecting with people and animals alike.

KEY OR ESSENTIAL FUNCTIONS:

• Handle the primary functions of the reception department, including booking spay/neuter appointments, spay/neuter intake and discharge, community clinic intake and discharge, rendering payment and invoicing clients, assisting with external referrals, data entry and post-adoption or post-surgery medical concerns.
• With care and compassion, schedule owner requested and walk-in euthanasia and cremation appointments. 
• Maintain the database for clients receiving advanced medical care and regularly communicate with these clients on appointments, medications, and other support needed.
• Support offsite Community Clinics, including gathering supplies, attending events, working with clients, and data entry.
• Support overall function and efficiency of the community and shelter clinics through prompt and concise communication, referrals, filling medications, cleaning, stocking, and organizing.
  • Answer incoming calls to the department, greet visitors and return voicemail and email messages promptly and professionally
  • Provide courteous educational and accurate information regarding animal care and behavior, Seattle Humane’s services and programs and agency referrals
  • Triage incoming case requests to help determine appropriate resources and order of priority
  • Facilitate access to veterinary care through the wellness clinic, spay/neuter clinics, or referrals to income-qualified individuals and income-qualified individuals that may be experiencing crisis
  • Work closely with internal outreach programs (Pets for Life & Pet Resource Center) to provide services
• Maintain reception area and perimeter with respect to appearance and operations
  • Restock office supplies, forms and handouts
  • Ensure the proper care and maintenance of phone and computer systems and credit card machine
  • Ensure that staff and public areas are clean and orderly
  • Adhere to files and records retention policy and procedures.
• Answer questions, respond to requests from other teams, and always represent Seattle Humane in a professional and courteous manner
• Provide quality service to customers, volunteers and staff, recognizing their individual contribution to the success of our organization
• Follow all safety guidelines to ensure a safe work environment
• Balance Veterinary Services till daily and ensures payment is received accurately and promptly for services rendered
• Reports any health, behavior, safety or security concerns to Veterinary Services leadership in a timely manner
• Perform other duties as assigned

Secondary Functions:

• Veterinary Assistant duties as needed, including:
  • Animal handling and restraint
  • Pet owner interviews and history gathering
  • Filling prescriptions
  • Vaccinations
• Train veterinary staff in public facing and administrative tasks
• Support other departments, staff and volunteers

SUPERVISORY RESPONSIBILITY:
May be called upon to assist/instruct volunteers assigned to the department.

COMMUNICATION/INTERPERSONAL CONTACT:

• Daily verbal and written communication with customers, staff and volunteers over the phone, direct contact, email or fax
• Ability to communicate effectively with people from diverse backgrounds
• Friendly, approachable, service-oriented

COMPLEXITY:

Must be able to work in several situations simultaneously, gathering information to answer questions and solve problems. A high degree of independent judgment is required. Will be encouraged to provide input on new program policies. Will be working with a diverse community of clients, staff and volunteers. The ability to motivate, negotiate, and mediate is important when handling a variety of personalities and emotions. Must be able to communicate effectively and display cultural competency with many people with varying backgrounds. Must be able to organize time to coordinate and complete several tasks each week.

KNOWLEDGE/EXPERIENCE/EDUCATION OR TRAINING:

• Experience in a veterinary setting or animal welfare field preferred.
• Bilingual Spanish speakers strongly preferred.
• Must be able to read, write, listen and communicate effectively in English.
• Must be able to perform basic mathematical operations.
• Must be able to work at locations outside of Seattle Humane’s Bellevue campus.
• Should be able to identify personal limitations and be willing to ask for help.
• Proficient in the use of computer technology including Microsoft Office programs, databases, email, and the Internet.
• Animal Handling:
  
  • Will be asked to handle up to 40 dogs and cats per day
    
  • Able to learn characteristics of animal behavior and utilization of low stress animal handling as related to a clinic/shelter environment
    
  • Able to learn and use appropriate safety equipment for fractious or feral animals
    
  • Able to become proficient at animal restraint for various procedures
    

LICENSES/CERTIFICATIONS REQUIRED:

• Ability to obtain a Veterinary Medication Clerk License (can be obtained on the job).

PHYSICAL/MENTAL REQUIREMENTS: NEED FILLED IN

• Must be able to work standing or sitting for 10 or more hours
  
• Must be able to lift and carry up to 30 pounds repeatedly with or without accommodation
  
• Must be able to bend and kneel repeatedly
  
• Must be able to work and reach on hands and knees
  
• Must be able to use a ladder and step stool
  
• Must have an acceptable degree of dexterity in hands and fingers
  
• Must be able to work efficiently under stressful conditions
  
• Must be able to respond quickly to a variety of medical situations
  
• Ability to rapidly and accurately process information
  
• Ability to work independently and as part of a team

WORKING CONDITIONS:

General office environment : Primarily indoor working conditions in a clinic setting for nine to twelve hours per day.  Some work may be done in kennels or outdoors.

Equipment Use: Exposures to potential hazards include waste anesthetic gases, radiation, cleaning chemicals and disinfectants, formalin, needles, scalpel blades and other sharp hazards, animal bites and scratches, zoonotic diseases, animal hair, dander and wastes, pharmaceutical and biological agents, euthanasia solution, eye hazards, steam (from autoclave), wet floors, potential electrical hazards, constant noise (vacuum, fan, barking) and interruptions, back strain, exposure to cold or other hazards with walk-in freezer.

Work Hours: Part-time, non-exempt, hourly position. Scheduled for 27 hours per week. The Shelter and Veterinary Clinic operates 7 days per week including holidays; schedule may vary depending on coverage, holidays or emergencies.  

LOCATION:

The position works in an onsite capacity, located in the Bellevue, WA office.

Equal Opportunity

As an equal opportunity employer, Seattle Humane is committed to providing employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status or any other basis prohibited by applicable law.