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Job Description
Position Summary:
The Office Coordinator at Souris Valley Animal Shelter (SVAS) plays a critical role in maintaining the smooth and efficient operation of both the veterinary clinic and, when needed, the shelter. This position combines administrative duties, client services, and operational support, ensuring that the clinic and shelter staff are well-organized and that clients receive excellent care. The ideal candidate will be highly organized, proactive, and capable of managing multiple tasks simultaneously while maintaining excellent customer service. This position is perfect for someone who is passionate about animal welfare and enjoys working in a dynamic, fast-paced environment.
Key Responsibilities:
Administrative & Operational Support:
Oversee daily administrative tasks to ensure efficient operation of both the veterinary clinic and shelter. Manage appointment scheduling for veterinary services and other clinic-related activities. Process intake paperwork for new and existing clients including medical records and intake surveys. Maintain up-to-date and accurate records for all animals, tracking medical history, vaccinations, treatments, and other relevant information. Coordinate communication between veterinary staff, animal care teams, and clients to ensure that pets receive appropriate medical care. Assist in processing payments for services, donations, and financial transactions, working closely with the finance team. Serve as receptionist, answering phone calls, greeting clients, and assisting with administrative tasks as needed. Handle any additional administrative or office-related tasks to support the clinic and shelter's day-to-day operations.
Client Communication & Customer Service:
Provide exceptional customer service by addressing client inquiries, booking appointments, and offering assistance in a professional and friendly manner. Work with veterinary staff to ensure clients receive timely updates regarding their pets' health and treatment plans. Foster strong relationships with clients, donors, and volunteers, ensuring that the shelter's mission is communicated effectively and positively. Resolve client concerns and issues with empathy, professionalism, and attention to detail.
General Office & Shelter Operations:
Ensure proper organization of shelter records, files, and digital systems while adhering to privacy and regulatory standards. Assist with inventory management, tracking medical supplies, pet food, and other shelter-related materials. Maintain a clean and organized office environment and public areas within the shelter. Communicate regularly with the Veterinarian and Executive Director regarding ongoing tasks, progress on events, and operational needs. Assist with animal care, enrichment, and any other duties as assigned. Perform other administrative duties as needed to support the overall shelter operations as assigned. Attend events, participate in fundraisers, and help with other necessary planning with events on the shelter side when necessary.
Qualifications:
Education & Experience:
High school diploma or equivalent required; Associate's Degree in Business Administration or a related field preferred. Previous experience in an administrative role, particularly in a veterinary clinic or animal care environment, is highly desirable. Familiarity with veterinary terminology and animal care practices is a plus. Experience with customer service and client-facing roles is essential.
Skills & Abilities:
Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment. Excellent verbal and written communication skills; able to interact professionally with clients, staff, and volunteers. Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with scheduling software, databases, or other administrative tools. Ability to work independently as well as part of a team. Positive, friendly attitude with a strong customer-service orientation. Strong problem-solving skills and the ability to remain calm under pressure. Emotional intelligence and the ability to navigate sensitive situations with empathy and professionalism. Ability to adapt to changing needs and priorities as they arise.
Working Conditions:
Flexibility to work evenings, weekends, and/or holiday shifts as needed. Ability to perform physical tasks such as lifting up to [50] pounds and standing for extended periods. Exposure to animals, veterinary medical treatments, and other potential hazards associated with animal care.
Compensation & Benefits:
Competitive pay based on experience. Health insurance Paid time off and sick pay Continuing education opportunities A rewarding work environment that supports the welfare of animals and the local community.
Job Type:
Full-time Pay:
$15.00 - $18.00 per hour
Benefits:
Dental insurance Health insurance Paid time off Vision insurance
