Veterinary Medical Records Coordinator

Description

Use your expertise to support life-changing veterinary programs.

At Guide Dogs for the Blind (GDB), we create exceptional partnerships and provide training to empower individuals who are blind or visually impaired to travel more safely and confidently. We are seeking a highly organized and detail-oriented Veterinary Medical Records Coordinator to serve as the central hub for veterinary documentation across the organization. Reporting to the Veterinary Business Program Manager, this role ensures that medical records, invoices, and related documentation are accurately processed and readily accessible to support veterinary care, financial assistance programs, and operational continuity. By enabling efficient documentation flow, this position directly supports timely reimbursements, reduces delays, and enhances collaboration across Veterinary, Puppy Raising, Accounting, and other teams.

What you'll do:

• Coordinate the intake, review, and organization of veterinary medical records, invoices, diagnostic reports, and related documentation from multiple sources, ensuring accuracy, completeness, and proper association with each dog
• Design, implement, and maintain standardized processes for managing veterinary documentation in partnership with the Veterinary Business Program Manager, ensuring consistency, accessibility, and reliability across systems and departments
• Upload and maintain medical records in appropriate systems and folders; enter key data (e.g., vaccinations, procedures) into Salesforce to ensure accurate, current, and actionable records
• Monitor documentation flow to ensure required records are received in advance of treatments, recalls, and care decisions, proactively following up with veterinary clinics, staff, or constituents to resolve gaps and prevent delays
• Route invoices and reimbursement documentation to appropriate staff following approvals, directly supporting timely and accurate payment processing for clients and volunteers
• Support procurement and documentation workflows by identifying opportunities to improve efficiency, accuracy, transparency, and cross-departmental coordination
• Provide administrative support including record tracking, document handling, and collaboration across Veterinary, Puppy Raising, Accounting, and other operational teams
• Adhere to safety policies and procedures, report incidents as required, and support additional projects and responsibilities as assigned

What you'll love:

• Supporting veterinary care and programs that ensure the health and well-being of our puppies, guide dogs and K9 buddies.
• Playing a key role in enabling timely financial assistance and reimbursement for clients and volunteers
• Collaborating with mission-driven teams dedicated to service, care, and operational excellence
• Being part of an organization that values inclusion, compassion, and community impact

The qualifications you'll need:

• Experience in administrative support, records management, veterinary clinic operations, or medical documentation processing preferred; prior experience in an animal care environment highly desirable
• Strong organizational skills with exceptional attention to detail and the ability to manage high volumes of time-sensitive documentation from multiple sources
• Proficiency with Microsoft Office Suite and database systems such as Salesforce (or similar CRM platforms)
• Excellent communication and customer service skills, with the ability to work effectively with staff, volunteers, clients, and veterinary clinics
• Ability to work independently while collaborating across multiple departments, with strong follow-through and problem-solving skills related to incomplete or complex documentation
• Comfort working in a fast-paced environment with competing priorities; ability to perform administrative tasks including filing, scanning, and extended computer-based work

Guide Dogs for the Blind

At Guide Dogs for the Blind (GDB), we believe that everyone deserves to move through the world safely and confidently - to live the life they want to live. As the largest guide dog school in North America, we have graduated more than 16,000 guide dog teams from across the U.S. and Canada since our founding in 1942. GDB not only improves mobility for our clients, we further inclusion. Join our team of more than 300 employees and share your passion for our mission.


At Guide Dogs for the Blind, we respect, value, and appreciate all differences. We welcome all qualified candidates irrespective of your race, color, religion, sex, gender identity or expression, sexual orientation, national origin, marital status, genetics, disability, age, or veteran status. Individuals with disabilities, especially those who are blind or visually impaired, are encouraged to apply. If you have a disability and need assistance and/or accommodation with applying for a job, please feel free to contact our Human Resources department.


Pay Range: $30 - $33.50/hour

Full-time, non-exempt role based in San Rafael, California