Medical Manager - Animal Shelter

Medical Manager Status :

Salary, Full-Time, Paid Position Reports To:

Executive Director Position Summary:

The Medical Manager is responsible for organizing and coordinating daily medical office and medical operations at Friends of Homeless Animals in Aldie, VA. Successful candidates will ideally hold a current Licensed Vet Technician certification in Virginia. They will thrive in fast paced animal rescue environments, have a high attention to detail and be able to manage multiple priorities. They thrive on data entry and managing details. They will work well with assigned staff and volunteers to assist with completing the data entry (test results, exam results, follow-up tasks, etc.) and tracking medical needs for over 100 animals in FOHA's care. FOHA has technology solutions in place to help manage schedules and deliverables with daily and weekly task lists. Successful candidates will also be able to keep written standard operating procedures and protocols up to date. This rule encompasses a broad range of responsibilities, typically distributed across multiple positions in a traditional veterinary setting, including administrative coordination, client communication, medical support, and operational oversight. Specific aspects of the position also include:

Animal Medical Care, Animal Records, and Medical Coordination:

Tracks shelter animals' medical needs and makes veterinary appointments in house, with partner vets or specialists. Coordinates medical transport. Creates instructions for Animal Caregivers to dispense medications, treatments, and feeding, track completion of medical check Performs microchipping, vaccinations, blood draws, fecal tests and dispensing of medicines under the supervision of the FOHA Supervising Vet` Provides guidance and direction to staff and volunteers on medical protocols and serves as the on-site medical point of contact in the absence of a supervising veterinarian. Monitors the health of the animals at the shelter and in foster care, reviews medical notes from staff and volunteers and takes necessary action to diagnose and treat any medical needs that arise Monitors and manages the medical budget, working to identify cost-saving opportunities while maintaining quality of care. Adjusts planning and intake recommendations based on current medical spend. Reviews veterinary invoices and works with veterinary practices to resolve discrepancies and ensure prompt payment Main point of contact for animal medical emergencies. Determines medical priority of cases and triages care based on clinical need, available resources, and budget constraints Implements and manages protocols to reduce the spread of infectious disease and maintain overall shelter population health. Ensures proper medical signage is on runs/cages prior to and after medical appointments Delegating as required for workload, schedules and sends reminders for foster dog/cat appointments with FOHA shelter veterinarian. Utilizes volunteer/staff support as necessary Oversees and coordinates on-site veterinary services, ensuring all medical workflows, documentation, and follow-up care are executed accurately and efficiently. Gives heartworm and flea/tick preventative as needed Orders and maintains inventory of prescription and non prescription drugs as well as miscellaneous medical supplies. Provides weekly medical report outlining all completed and pending procedures and provides weekly newsletter update for the Volunteer Newsletter Schedules grooming appointments and bathes animals as needed Ensure that all medical data is added to the shelter system in an accurate and timely manner. Utilize assistance from volunteers and/or other staff as needed Works to resolve performance issues with partner vets. Develops partnerships with new vets in the community as needed to ensure top of the line care at the best price. Works with FOHA development team to submit grant applications for medical care expenses.

Administrative and Office Tasks:

Keeps the Vet Office clean and organized on a daily basis; ensures that staff sanitizes weekly Serves as Senior Staff Point of Contact during adoption hours. Participates in the development of the shelter budget with the Executive Director. Answers phone messages and general emails as needed Creates and prints medical signage for kennel runs and catteries Attends special events and participates in committee meetings as needed Supplies materials for dogs and cats who are being adopted

• Medical Disclosure, Complete Medical History, Feeding Schedule, Rabies and Microchip documents and tags when applicable Provides backup for other positions as needed Maintains up to date medical protocols, standard operating procedure documents and adopter/foster instructions Other duties as assigned.

Provides Quality Customer Service Ensures excellent customer service and a positive experience for staff, adopters, volunteers and FOHA management. Assists staff in situations requiring immediate problem solving. Represents FOHA in a professional and courteous manner at all times. Provides quality service to supporters, volunteers, and employees recognizing their individual contributions to the success of our organization. Works collaboratively with outside veterinarians, staff, volunteers, and the Board of Directors to ensure proper communication, and to establish standardized processes and consistency. Communicates positively, effectively, respectfully and efficiently with staff, volunteers, management, the Board and the public sector Consistently and positively conveys FOHA's vision to volunteers, staff, and the public

Competencies:

To perform the job successfully, an individual should demonstrate the following competencies: Detail Oriented

• Focuses on and manages a task or project's small and specific aspects, error prevention, pays close attention to small details and completing tasks with precision and thoroughness highly observant, methodical, and analytical, timely and accurate systemic updates Planning/Organizing
• Prioritizes and plans work activities; uses time efficiently; and sets goals and objectives. Quality
• Demonstrates accuracy and thoroughness; and looks for ways to improve and promote quality. Problem Solving
• Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; and uses reason even when dealing with emotional topics. Customer Service (customers being FOHA volunteers, adopters, donors, other staff members and the Board of Directors
• Manages difficult or emotional volunteer/adopter/interactions; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; and meets commitments. Organizational Support
• Follows policies and procedures; and completes administrative tasks correctly and on time. Judgment
• Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision-making process; and makes timely decisions. Professionalism
• Approaches others in a tactful manner; and reacts well under pressure. Safety and Security
• Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; and uses equipment and materials properly.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Jobholders must be legally permitted to work in the United States. Current Vet Technician License in Virginia strongly preferred Commitment to animal welfare and a strong belief in animal rescue 5 years of vet tech experience preferred Proficiency in Google suite platforms, Word, Excel Ability to work independently without close supervision Maintains confidentiality of adopter list as well as staff and volunteer areas of sensitivity Knowledge of dog and cat behavior and general positive reinforcement methods preferred Must be self-motivated, and have a strong work ethic and high attention to detail Typical schedule will be Sunday

• Thursday Must be responsive to emails/phone calls relating to after hours and weekend medical emergencies Ability to take initiative and work with a positive, upbeat, and energetic outlook Ability to make sound judgments and work independently in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands Holds a valid driver's license with ability to drive on behalf of the organization Ability to lift 40 pounds

Pay:

$51,500.00

• $55,000.

00 per year

Benefits:

Paid time off

Work Location:

In person