Job description

Office Manager

The Office Manager is an administrative role with supervisory responsibilities. This individual is in charge of scheduling employees, resolving client complaints, and streamlining day-to-day workflow. Additionally, the Office Manager handles a variety of miscellaneous administrative tasks, such as collecting employee evaluations, ensuring that training materials are consistently updated, and reviewing transaction records for discrepancies.

FLSA Status: Exempt

Essential Job Functions:

• Human Resources:
• Provides oversight for Training Coordinator and Team Leader activities.
• Provides supervision to ensure staff are following all operational protocols.
• Collaborates with HR Director as needed to explore reasonable accommodations for employees.
• Creates the schedule for all AAAH hourly employees, editing as needed.
• Receives all time-off requests for hourly staff and replaces AAAH call-offs as needed so that day-to-day staffing needs are met.
• Tracks tardies and call-offs for AAAH hourly employees.
• Coordinates annual employee evaluations and 90-day introductory employee evaluations.
• Collaborate with DVMs, Team Leaders, and Training Coordinator to develop, implement, and maintain training initiatives
• Manage continuing education benefit (e.g., reviewing conference attendance requests, answering employee questions on policy, enrolling employees in ACT and Fear Free training, etc.

• Operations:
• Tracks licensing of DVMs and LVTs to ensure that they are meeting CE legal minimums and their licenses remain current.
• Ensures DVM malpractice insurance remains current.
• Conducts miscellaneous onboarding and offboarding tasks (e.g., assigning a locker cubby; creating business email address for new hire; adding employee contact information to the employee phone list).
• Coordinates with hospital’s DiSC assessment provider to offer DiSC assessment to all new hires after 90 days of employment.
• Organizes and leads weekly employee meetings (e.g., soliciting topics of interest to discuss; provide employees with meeting agenda at least 24 hours prior to meeting; arranging lunches for meetings; ensuring accurate, thorough notes are taken and disseminated post-meeting).
• Maintains and balances the petty cash drawer.
• Prepares and makes daily bank deposits; researches when deposit doesn’t balance with ImproMed.
• Handles virtual queue administrative details (e.g., closing / reopening queue; annual update of virtual queue closure schedule).
• Provides support to Team Leaders, as needed, in directing / delegating workflow activities (e.g., providing on-the-spot coaching, ensuring employees are consistently safe and productive, monitoring patient count / flow throughout workday).

• Client Relations:
• Conducts workplace investigations of client complaints (e.g., examining patient encounter records, interviewing of involved employees, creating thorough documentation for hospital’s records).
• Facilitates resolution of client problems that doctors or other staff members cannot finalize (e.g., financial dilemmas, customer care, patient care, etc.).
• Determines when special financial agreements with clients are appropriate and ensures that agreements made are properly followed and fulfilled.
• Collects on delinquent account balances (i.e., Accounts Receivable).

• Transaction Review:
• Reconciles the credit card batch report to credit card totals within ImproMed (also performed for cash, checks, and Care Credit).
• Applies applicable discounts to invoices.
• Periodically investigates any invoices with “open” status. Makes a determination on whether to conclude the invoice and determines if errors/omissions exist.
• Maintains the Daysheet Reconciliation Excel report. Networks with the hospital’s 3rdparty payable service in order to reconcile the bank statement with the Daysheet.
• If Veterinary Inventory Specialist identifies errors on Reference Lab / Radiology reports, etc., is responsible for contacting the client and trying to collect any amount due.

• Miscellaneous:
• Assist with issues or outages as needed.
• Runs requested ImproMed reports and provides related information to Hospital Director and HR Director as needed.

Marginal Job Functions:

• Human Resources:
• Continuously assesses staffing needs of the hospital and keeps HR Director updated on current staffing needs by service and position.
• Provides input on HR decisions (e.g., promotions, separations, recruitment, compensation, discipline).
• Coordinates with Training Coordinator, Recognition Coordinator, and HR Director to ensure a smooth onboarding experience for new hires.
• Organizes and leads annual DiSC training for new hires.
• Assists Hospital Director and OSHA Coordinator with annual OSHA training

• Operations:
• Oversees usage of practice software to ensure that client records are entered consistently and correctly (e.g., screening for duplicate client / patient records).
• Ensures employees who use the Day Boarding benefit are following the rules (e.g., cleaning up after their pets; all needed vaccinations prior to boarding).
• Keeps “Personal Property Inventory” updated
• Assists the hospital’s President and CPA with the annual review / update of the hospital’s asset / equipment list.

• Miscellaneous:
• Assists the hospital’s President, HR Director, Hospital Director, DVMs and staff with special projects as needed.
• Handles minor maintenance issues (e.g., plunging sink / toilet, shoveling / salting sidewalk after snow)
• Maintains a facility which is visually appealing to clients and staff

Physical Demands and Environmental Factors:

• Frequent exposure to animals which may bite, scratch, or otherwise cause physical injury to employee
• May be exposed to anesthesia gases, zoonotic and chemical hazards, and radiation
• In order to ensure the safe and effective performance of this job and the successful operation of the business, English fluency is necessary for this position.
• Ability to move around the building to access filing cabinets, printers, etc.
• May need to remain in a stationary position for prolonged periods (i.e., up to several hours) while using computer, phone, etc.
• Must be able to efficiently operate computers, phones, and other office equipment
• Position requires frequent communication with employees, clients, and business contacts (e.g., vendors, contractors). Must be able to exchange accurate information during these communications.
• Must be able to perceive physical safety/OSHA hazards in the environment
• Position may require 24-hour availability (in the case of emergency situations)

Qualifications:

• At least three (3) years of prior supervisory experience required
• Basic understanding of relevant employment laws required (e.g., OSHA, FMLA, FLSA)
• Familiarity with ImproMed software preferred
• Familiarity with Excel preferred
• Prior work experience in a veterinary setting preferred

Job Type: Full-time

Pay: $55,000.00 - $63,000.00 per year

Benefits:

• Employee discount
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Day shift

Work Location: One location

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