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Job Description
Veterinary Practice Manager Vets in Vans Inc Oakland, CA Job Details Full-time $80,000 - $90,000 a year 1 day ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Employee discount Qualifications Vendor relationship building Teamwork Expense management Regulatory compliance Animal care Organizational skills Workforce management Account management
Full Job Description Location:
San Francisco Bay Area, CA (on-site)
Type:
Full-time, exempt (40 hours per week) Reports to:
Chief Medical Officer Compensation:
$80,000 - $90,000
Benefits:
Medical, dental, and vision benefits are covered at 50%. Employees have access to a retirement plan. Vets in Vans provides 80 hours of accrued paid time off in the first year, increasing to 96 hours after one year, 120 hours after three years, and 160 hours after five years, plus 72 hours of accrued sick leave and 11 holidays. Employees also receive discounts of 25% on veterinary services at Vets in Vans for their personal pets.
Who We Are:
Vets in Vans (ViV) is a dedicated non-profit veterinary mobile clinic providing comprehensive clinic services, including urgent care, preventative care, routine and non-routine surgical procedures, humane euthanasia, and dentals to communities in the Bay Area. ViV aims to provide compassionate and quality veterinary care to underserved communities and their beloved pets. We offer a list of payment options and resources to reduce financial barriers to veterinary care. Our mission is to improve the health and well-being of animals in providing access to high-quality veterinary care. As a non-profit, our focus is on making veterinary services accessible to all, regardless of financial circumstances. Position Summary This is an operations-focused role responsible for the systems, processes, and day-to-day functions that allow our clinical team to do their best work. The Practice Manager owns inventory, compliance, HR administration, scheduling, financials, and staff supervision — working closely with the Chief Medical Officer and the Veterinary Technician Lead to ensure the practice runs smoothly and sustainably. The functions listed below represent the essential duties of this position. Duties, responsibilities, and activities may change at any time with or without notice. Key Responsibilities Compliance, Standard Operating Procedures (SOPs), and Regulatory Adherence Maintains controlled substances logs and ensures ongoing regulatory compliance Ensure compliance with all relevant veterinary regulatory agencies and health, safety, and labor laws are followed daily in practice, including OSHA compliance Oversees OSHA compliance related to workplace safety (including the handling of hazardous materials and proper waste disposal) and other applicable practice and safety standards Develops, maintains, and updates standard operating procedures across practice functions Ensures policies, guidelines, and compliance updates are communicated to staff with appropriate follow-up training Maintain up-to-date knowledge of industry regulations and trends and implement necessary changes in practice procedures. Finance & Administration Oversees practice financials in Pulse, including billing, invoicing, and expense management Generates and reviews financial reports regularly; develops action plans to increase revenue Partners with the executive team (Chief Medical Officer and the Chief Executive Officer) on budgeting and financial planning Processes payroll Manages accounts payable and accounts receivable (working with the Chief Executive Officer and the accountants); oversees collections and client account management People Management Manages appointment scheduling across all ViV service locations Coordinates staffing coverage and daily workflow, including regular and relief staff scheduling Anticipates coverage gaps and problem-solves proactively Manages hiring processes, onboarding, and offboarding in coordination with the CMO and executive team Oversees employee benefits administration and HR compliance, including labor law requirements Organizes and facilitates staff meetings Supports performance management processes in coordination with supervisors Serves as a point of contact for employee relations questions and escalated issues Directly supervises the Client Services Representative Supervisor and Veterinary Social Worker Supports direct reports through regular check-ins, performance conversations, and day-to-day guidance Technology & Training Trains staff on how to effectively utilize practice technology Serves as the internal point person for practice management software questions and troubleshooting Identifies opportunities to improve how technology is used across operations Inventory and Vendor Management Oversee and manage inventory for all mobile clinics, including ordering, tracking, restocking, and budgeting Maintains relationships with suppliers and vendors; verifies receipt of supplies and processes invoices accordingly Identifies opportunities to improve supply systems and reduce waste Client Services Oversight Oversees client communications and service standards through supervision of the CSR Supervisor Manages escalated client complaints and ensures timely, appropriate resolution Marketing, Business Development, and Community Relations Assist with the set up and breakdown of mobile pop-up clinics Execute marketing strategies through working with the Community Programs Manager and the Chief Executive Officer to attract new clients and retain current ones Increase Vets in Vans' presence in the community through events, promotions, and outreach programs. Other Duties as Assigned Perform other related duties and responsibilities as assigned to support clinic operations and organizational needs. Qualifications Minimum 3-5 years of experience in veterinary or healthcare practice management, or a closely related operations role; nonprofit experience highly preferred Demonstrated ability to work across financial, HR, compliance, and operational functions Strong organizational skills and follow-through; comfortable managing multiple systems and priorities simultaneously Experience with practice management software (Pulse experience a plus) Familiarity with HR compliance requirements and basic accounting principles Strong written and verbal communication skills Willingness and ability to travel and work non-standard business hours, such as nights and weekends, on an as-needed basis. Working Environment and Conditions Typical clinic hours are four days a week from approximately 8am-6pm. It is expected that the practice manager is available during most clinic hours (including on-site at clinic). This position will require some evenings and weekends as needed. Clinic schedules may vary based on operational needs and may include different assignments (e.g., Monday-Thursday or Monday-Wednesday and Friday). Work is performed in a veterinary clinic setting with exposure to seasonal outdoor conditions. Must be competent at handling dogs and cats daily. Will handle sick, injured, or deceased animals. Animal contact and related injuries, including bites and scratches, may occur. Noise exposure varies and often includes uncontrolled barking and other animal vocalizations. Animal waste contact, smells, and visual exposure are prevalent. Frequent exposure to and/or handling of industrial cleaning supplies. Must be able to lift, push, and/or pull over 50 pounds on a regular basis. Frequent standing, walking, typing, bending, twisting, crouching, kneeling, lifting, and stooping. What We Offer A supportive and collaborative work environment. The chance to make a meaningful difference in the lives of animals and their owners. Flexible scheduling options to promote work-life balance.
At-Will Statement and Accommodations:
Employment with Vets in Vans is at-will. Nothing in this job description constitutes a contract of employment, and duties or requirements may change at any time. Vets in Vans will make reasonable accommodations for qualified individuals with disabilities in accordance with federal and California law.
Employment Classification:
This is an exempt position and is not eligible for overtime pay in accordance with California wage and hour laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Vets In Vans is an equal opportunity employer. We value diversity, equity, inclusion, and belonging in our workforce and organizational culture. We believe that having staff, board, and volunteers with diverse personal and professional backgrounds and lived experiences enhances our ability to meet our mission and creates a positive environment where everyone in our community (including their pets) can thrive.
Pay:
$80,000.00 - $90,000.00 per year
Benefits:
401(k) Dental insurance Employee discount Health insurance Paid time off Vision insurance
