Clinic Manager

Job Summary – ARC Spay & Neuter Specialists The ARC Clinic Manager manages the day‑to‑day operations for the clinic, supporting the Executive Director to ensure the organization meets its goals and fulfills its mission. The Clinic Manager reports to the Executive Director with dotted line reporting to the veterinarian who is ARC’s Drug Enforcement Agency contact. The Clinic Manager delegates duties as needed, oversees support staff to ensure individual duties are completed, and steps in to meet goals. This supervisory position requires leadership, direction, and discipline when necessary. The Clinic Manager must have excellent oral and written communication skills and serve as the point person for dissemination of information to staff. DUTIES & RESPONSIBILITIES Human Resources Management: Recruitment, employment, scheduling, and release of employees who report to the Clinic Manager including a senior veterinary technician, veterinary technicians, veterinary assistants, reception staff, and clinic volunteers. Maintain personnel files (I‑9s, documentation of training, discipline, reviews). Track employee time off (requested and approved). Work with Comptroller to handle payroll and maintain employee time clock. Maintain employee handbook updates. Ensure OSHA and safety procedures are monitored, updated, and reported to maintain compliance. Provide regular performance reviews and check‑ins of ARC staff. Daily Clinic Management: Manage efficiency and staffing in day‑to‑day operations, ensuring staff are properly trained and using their time efficiently and effectively. Learn how to manage patient scheduling with the Comptroller; if the Comptroller is not available, schedule patients based on the Executive Director’s requirements and the scheduled doctor’s abilities. Maintain relationships with and schedule relief doctors as needed. Maintain communications with rescue partners, ensuring positive relationships and appropriate rescue scheduling. Participate in check‑in/out of surgical patients daily and wellness clinics as needed. Ensure policies in medical and administrative manuals are followed and updated as needed; maintain proper storage of complete client consent forms, accurate medical records, and vaccine records (if applicable). Ensure timely and accurate data entry, rabies certificates, and discharge paperwork for each patient. Ensure proper pricing for items and proper subsidies and grants in clinic software. Ensure proper procedures for animal handling, disease control, and patient care. Ensure the clinic has proper working equipment and supplies and complies with all regulations and codes. Actively support associate staff and volunteers, promoting the development of skills related to ARC’s goals and mission. Ensure the public receives world‑class customer service from ARC staff who are courteous, respectful, and professional, and handle client complaints or concerns to diffuse situations. Fill in for positions in the clinic where needed. Conduct and participate in meetings with staff to review procedures, discuss clinic marketing, workplace issues, and share ideas. Monitor janitorial responsibilities; oversee general cleanliness of the facility both interior and exterior. Handle physical plant and building concerns (plumbing, electrical, pest control, landscaping, etc.). Act as a resource and problem solver for the clinic’s technology. Financial Oversight: Make recommendations for the Clinic’s yearly budget and manage Clinic resources within those budget guidelines. Measure Clinic performance with regard to finances and specific program services and maintain daily, weekly, and monthly clinic reports. Market the clinic to increase client base by outreach to the public and developing relationships with humane and professional agencies for referrals. Attend meetings and participate in events with Southeast Animal Alliance (SAA) and with the Florida Association of Animal Welfare Organizations (FAAWO). Assist Comptroller with invoice payment, maintain a chart of accounts, and manage accounts receivable. Review all invoices prior to approving (including credit cards, ER bills, and vendors). Review medical and office inventory spreadsheets to ensure proper spending; complete inventory monthly. SKILLS & SPECIFICATIONS This position requires multi‑tasking in a fast‑paced, dynamic environment. The Clinic Manager must be present at 7:45 a.m. to oversee check‑in and at 4:00 p.m. for patient discharge. Flexibility and adaptability are invaluable as duties may fluctuate from day to day. The ideal candidate demonstrates self‑initiative, works independently, objectively evaluates clinic logistics, and implements working solutions to inefficiencies in real time. Work may include occasional weekends and evenings with advance notice. EDUCATION, EXPERIENCE, KNOWLEDGE, SKILLS, ABILITIES • Five (5) years managing people, preferably in an animal welfare organization.

• Bachelor’s degree or Associate Degree with commensurate work experience.
• Working knowledge of Microsoft Word and Excel; experience with ClinicHQ is a plus.
• Customer service experience.
• Familiarity with Spay/Neuter Humane Alliance methods and protocols is a plus.

JOB REQUIREMENTS Maintain a thorough knowledge of a veterinary practice and veterinary profession. Communicate with the public and partner rescue organizations in a professional, efficient, and courteous manner. Presence at patient intake and discharge is required, as is dependable attendance. Any allergies to animals must be controlled through medication. Ability to lift 40 pounds. Position requires the ability to walk, bend, stand, and reach constantly during an eight‑hour day. Visual acuity sufficient to maintain accurate records and recognize people and written directions. Ability to speak and hear sufficiently to understand and give information in person and over the telephone. Fine motor skills adequate for utilizing office equipment. A clean driving record. Meet organization’s screening requirements. Abide by the organization’s drug‑free policy. EMOTIONAL/MENTAL REQUIREMENTS Work under stressful conditions efficiently and effectively. Rapidly and accurately process information. Delegate tasks and make decisions. Possess emotional intelligence, self‑awareness, and the ability to prioritize. WORK ENVIRONMENT The offices and operations of a high‑volume spay/neuter clinic are high‑stress and very busy at times. The schedule can change and may require weekend or evening hours to complete the job. Candidates must be flexible with schedule changes on short notice. #J-18808-Ljbffr Arcsrq