Program Coordinator

Summary The Shelter Medicine Program Coordinator supports the Shelter andCommunity Medicine Program of the Animal Health Institute bycoordinating clinical events, community partnerships, logistics,data management, and client communication. This role ensures smoothprogram operations, timely reporting to grant providers andstakeholders, and excellent client service while supporting theeducational mission of the veterinary college. The coordinatorworks closely with veterinary technicians, faculty, students, andcommunity partners to deliver high-quality, high-volume spay/neuterand wellness services in shelter, mobile clinic, and communityoutreach settings. Strong organizational skills, proactivecommunication, attention to detail, and commitment to animalwelfare and veterinary education are essential. Essential Duties and Responsibilities Program Coordination and Scheduling Schedule and coordinate shelter medicine clinical events,mobile clinics, and community outreach activities in collaborationwith faculty and community partners. Serve as primary liaison with shelter partners, rescueorganizations, municipal agencies, and community stakeholders;maintain positive, professional relationships. Coordinate pre-event planning with partner organizations,including site readiness, patient flow, parking/access, equipmentneeds, animal housing/holding areas, communication plans, andpost-event follow-up. Maintain and coordinate a complex program calendar involvingmultiple veterinarians, veterinary technicians, student rotations,on-campus clinical events, off-site partner events, and mobileclinic activities; proactively identify scheduling conflicts,resource gaps, and workflow bottlenecks. Prioritize competing scheduling, communication, and logisticalneeds, while escalating clinical, personnel, or policy concerns toappropriate leadership. Workflow optimization with proactive recognition of bottlenecksand suggestions for improvement. Communication and Client Service Monitor and respond to shelter medicine program phone line,email inbox, and post-operative support line during businesshours. Provide clear, empathetic communication to clients andcommunity partners regarding services, appointments, post-operativecare instructions, and follow-up. Triage incoming inquiries; elevate clinical concerns toveterinary staff promptly. Deliver excellent customer service and demonstrate respect andprofessionalism in all interactions with diverse communities. Data Management and Reporting Coordinate with shelter medicine team to ensure accurate,timely entry of patient records, surgical logs, and program metricsare entered into the proper veterinary management systems. Compile and submit reports to grant providers, universityleadership, and community stakeholders per program requirements anddeadlines. Track program benchmarks, service volumes, and outcomes; assistin quality improvement initiatives. Patient Care and Technical Support Assist with patient care, treatments, and technical duties asdesignated by workflow or veterinarian orders during high-volumeevents. Support setup and breakdown of surgery and treatment areas forshelter medicine clinics. Maintain accurate patient records and documentation incompliance with hospital and program standards. Student Education and Advocacy Support the educational mission by facilitating studentparticipation in shelter medicine rotations and community outreachevents. Act as a patient and student advocate; collaborate with facultyto enhance teaching opportunities. Assist in teaching efforts in conjunction with faculty asappropriate. Compliance and Safety Maintain compliance with organizational policies, procedures,OSHA standards, and infection control protocols. Follow biosecurity and zoonotic disease prevention measures;ensure safe handling and transport of animals. Adhere to grant requirements, partnership agreements, anduniversity guidelines. Other Duties Participate in team meetings, training, and professionaldevelopment. Assist with special projects, community events, and programdevelopment as assigned. Other duties as assigned by the Manager of CAC or programleadership. Qualifications To perform this job successfully, an individual must be able toperform each essential duty satisfactorily. The requirements listedbelow are representative of the knowledge, skill, and/or abilityrequired. This individual must have the ability to work in aconstant state of alertness and safe manner and must have regular,predictable, in-person attendance. Reasonable accommodation may bemade to enable individuals with disabilities to perform theessential functions. Core Competencies Strong organizational, time management, and multitaskingskills; ability to coordinate multiple events and prioritiessimultaneously. Excellent written and verbal communication skills;professional, empathetic, and culturally sensitive clientservice. Proactive problem-solving mindset with attention to detail andfollow-through. Ability to work collaboratively in a team environment andmaintain a positive, inclusive culture. Commitment to animal welfare, community service, and veterinaryeducation. Other Qualifications The position requires strict compliance with all policies andprocedures. This position requires a significant amount of interaction withthe public and many internal customers and, therefore, theindividual must be able to develop positive rapporteffectively. This position may require working evenings or weekendhours. The flexibility to participate in remote clinics oftwo-to-three-day duration. Must exhibit good customer service skills and demonstraterespect at all levels of interaction. Must be able to work with diverse teams. Education and/or Experience High school diploma or GED required; Associate’s or Bachelor’sdegree in animal science preferred. Minimum 5-7 years of progressive clinical experience. Experience with high-volume spay/neuter or shelter medicineprogram preferred. CVT certification from the State of Arizona or VTScertification is a plus but not required. Experience working in a team environment with the ability tomaintain a professional demeanor, detail orientation, and promote apositive and inclusive culture is essential. Experience coordinating complex calendars, clinical operations,field-based services, community outreach programs, or multi-siteevents preferred. General Knowledge Know the range of services the practice provides and thespecies it serves. Be reasonably familiar with breeds and coat colors. Follow OSHA standards. Be able to find Material Safety DataSheets quickly. Know and use standard medical and business abbreviations. Use proper medical terminology and spelling when speaking andwriting. Be familiar with infectious diseases, including theirprevention and steps to reduce or eliminate transmission. Know themost common zoonotic diseases (infections from animals tohumans). Computer Skills The individual must have the ability to learn the ClinicHQVeterinary management system, and have basic proficiency in MSOffice (Word, Excel, Outlook). Physical Demands The physical demands described here are representative of thosethat must be met by an employee to successfully perform theessential functions of this job. Reasonable accommodations may bemade to enable individuals with disabilities to perform theessential functions. While performing the duties of this job, the employee is frequentlyrequired to stand or sit for long periods. The employee mustregularly use hands to handle or feel and reach with hands andarms. The employee is required to stand and walk. Have the physicalstrength and ability to stand for long periods and be able to liftpets and objects weighing up to 40 pounds without assistance.Assist in lifting patients weighing more than 40 pounds. Animal allergies statement No inhibiting allergiesto animals, hay, or dust. Work Environment The work environment characteristicsdescribed here are representative of those an employee encounterswhile performing the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto perform the-essential functions. The noise level in the workenvironment is usually moderate. Midwestern University is a private, not-for-profit organizationthat provides graduate and post-graduate education in the healthsciences. The University has two campuses, one in Downers Grove,Illinois and the other in Glendale, Arizona. More than 6,000full-time students are enrolled in graduate programs in osteopathicmedicine, dentistry, pharmacy, physician assistant studies,physical therapy, occupational therapy, nurse anesthesia,cardiovascular perfusion, podiatry, optometry, clinical psychology,speech language pathology, biomedical sciences and veterinarymedicine. Over 500 full-time faculty members and 400 staff membersare dedicated to the education and development of our students isan environment that encourages learning, respect for all members ofthe health care team, service, interdisciplinary scholarlyactivity, and personal growth. We offer a comprehensive benefits package that includes medical,dental, and vision insurance plans as well as life insurance,short/long term disability and pet insurance. We offer flexiblespending accounts including healthcare reimbursement andchild/dependent care account. We offer a work life balance withcompetitive time off package including paid holiday’s, sick/flexdays, personal days and vacation days. We offer a 403(b) retirementplan, tuition reimbursement, child care subsidy reimbursementprogram, identity theft protection and an employee assistanceprogram. Wellness is important to us and we offer a wellnessfacility on-site with a fully equipped fitness facility. Equal Opportunity Employer Midwestern University is an Equal Opportunity/Affirmative Actionemployer that does not discriminate against an employee orapplicant based upon race; color; religion; creed; national originor ancestry; ethnicity; sex (including pregnancy); gender(including gender expressions, gender identity; and sexualorientation); marital status; age; disability; citizenship; past,current, or prospective service in the uniformed services; geneticinformation; or any other protected class, in accord with allfederal, state and local laws, and regulation. MidwesternUniversity complies with the Smoke-Free Arizona Act (A.R.S.36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/).Midwestern University complies with the Illinois Equal Pay Act of2003 and Arizona Equal Pay Acts. Equal Opportunity Employer/Protected Veterans/Individuals withDisabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information,please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr