Senior Manager of Animal Hospital Administration

Overview As the Senior Manager of AAH Administration at the ASPCA Animal Hospital (AAH), you are a driving force behind the care that saves and improves lives every day. By leading hospital scheduling, controlled drug oversight, and equipment coordination, you ensure our clinical teams have what they need—when they need it—to deliver exceptional, safe, and compliant care. Partnering closely with medical leadership and frontline staff, you keep the hospital running seamlessly behind the scenes, removing obstacles and strengthening systems so technicians and hospital veterinary assistants can focus fully on healing, comfort, and compassion for every animal who depends on us. What You’ll Do The Senior Manager of AAH Administration serves as the central administrative and operational coordinator for AAH medical operations, supporting the smooth day‑to‑day function of medical teams through scheduling, payroll, dependability tracking, controlled substance compliance, and equipment logistics. Responsibilities Develop, maintain, and communicate weekly employee schedules, rotating floater schedules, and coverage for overtime needs. Assign holidays by seniority in accordance with organizational policy. Receive, review, and approve PTO requests, PTO returns, and shift swaps while ensuring appropriate coverage. Identify and assign staffing based on required handling skills and medical skills. Document shift changes and ensure accurate schedule updates. Make ongoing recommendations for improvements to scheduling and staffing protocols. Support Critical Shift pay processes and documentation as needed to maintain safe staffing levels. Ensure staff attendance at all meetings and continuing education (CE). Maintain, coordinate, and communicate training schedules for medical staff. Support onboarding and ongoing training logistics for new hires, full‑time staff, and LVT interns/externs in partnership with leadership and training teams. Track employee attendance and communication adherence to the ASPCA’s Dependability Policy. Review and approve payroll and reconcile scheduling, overtime, and attendance records. Monitor patterns related to attendance, overtime, and staffing gaps and elevate concerns as appropriate. Oversee day‑to‑day medical equipment and supply needs, track warranties, and coordinate repairs or replacements. Maintain an upkeep and maintenance schedule for medical equipment in collaboration with facilities and vendors. Manage the medical waste and sharps pickup processes. Manage controlled substance ordering, inventory, & reporting; maintain oversight of Controlled Substance Reporting and DEA compliance. Oversee biannual controlled drug inventory, cycle counting & PMP. Oversee technician cubex registration, access, and required training. Investigate and reconcile any controlled drug discrepancy. Evaluate and improve operational systems, identify opportunities for innovation and efficiency, and present data‑driven recommendations to leadership. Collaborate with stakeholders to explore and implement effective solutions. Contribute to departmental goals, special projects, and long‑term initiatives. Support AAH Managers with data tracking and special projects as needed. Perform other duties as assigned. Where and When You'll Work This position is Monday‑Friday 9:00am–5:00pm onsite at the 92nd Street location. It is a full‑time role; weekends may be required, and occasional flexibility and overtime may be needed. Compensation The target hiring range for this role is $43.27‑$45.68 hourly, based on education, training, experience, and other business factors. Compensation may increase beyond the maximum hiring range based on performance over time. Benefits Affordable health coverage, including medical, employer‑paid dental, and optional vision coverage. Flexible time off: vacation, sick, bereavement, paid parental leave, 10 company holidays, and paid personal time. Competitive 401(k) plan with employer contributions (match dollar for dollar up to 4% and additional 4% contribution each year). Professional development opportunities: classes, on‑the‑job training, coaching and mentorship, internal mobility, and field support. Qualifications Strong communication and organizational skills. Knowledge of basic veterinary terminology. Advanced proficiency in Microsoft Office (Excel, Word, Outlook). Ability to lead effectively in a high‑paced, fast‑moving environment. Flexible, tactful, self‑confident, and motivated with the ability to interact with ASPCA employees, clients, and the public. High school degree or equivalent professional experience required. Minimum 2 years’ experience working in a veterinary hospital (preferred) and 2 years administrative experience (scheduling, payroll, time‑off, inventory tracking). Experience managing controlled substance inventory, documentation, and compliance with DEA regulations is strongly preferred. Required language: English. EEO Statement: The ASPCA is an Equal Opportunity Employer. We welcome diversity and encourage all qualified individuals to apply. #J-18808-Ljbffr ASPCA