Clinic Manager

POSITION SUMMARY

This individual is responsible for ensuring the Tulsa SPCAs clinic runs efficiently. This position is responsible for all administrative aspects of the shelters clinic and ensures compliance of policies and procedures. Along with shelter medicine this position is responsible for supervising public clinics to include but not limited to spay/neuter preventative care and vaccine clinic. The Clinic Manager supervises all vet assistants and clinic receptionists.

This job classification has been designated as a safety-sensitive job classification in accordance with the Oklahoma Medical Marijuana and Patient Protection Act 63 O.S. 427.1 et seq. (OSCN 2019) effective August 29 2019. This means employees in this job classification can be subject to disciplinary action up to and including termination if they test positive for marijuana components or metabolites even if they possess a medical marijuana license.

Tulsa SPCA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.

PRIMARY ACCOUNTABILITIES

• Ensure that all animals (and their owners/fosters) receive the highest quality care.
• Maintain the highest standard of customer service.
  • Maintain a professional manner at all times being compassionate and respectful to clients
  • Assist clients in making informed decisions about their pets care
  • Discuss difficult medical conditions with clients in compassionate manner
• Assist with the operation of the veterinary clinic
  • Maintain the cleanliness and orderliness of the clinic
  • Prevent disease spread
• Supervise all vet assistants and clinic receptionists

ESSENTIAL FUNCTIONS & DUTIES

• Oversee day-to-day clinic operations including vaccine clinics preventative care appointments shelter surgeries treatments and intake support to ensure efficient high-quality service.
• Supervise and support veterinary assistants and clinic support staff; ensure duties policies procedures and protocols are followed.
• Create and maintain staff schedules rotations assigned duties and coverage; manage time-off requests and staffing needs.
• Provide coverage for clinic roles as needed to support uninterrupted animal care.
• Ensure animals and clients receive compassionate ethical and professional care.
• Ensure all clinic documentation is accurate complete and timely including proper use of Shelterluv and scanning of required paperwork.
• Monitor daily clinic tasks including medications feeding cleaning observations and end-of-day procedures; ensure clinic areas are clean organized and ready for the next day.
• Support policy compliance and accountability by communicating expectations and addressing performance concerns in collaboration with leadership.
• Assist with clinic inventory ordering receiving storage and cost control; review invoices and packing slips for accuracy.
• Ensure deposits payments and basic financial documentation are completed correctly.
• Assist with weekly and monthly clinic reports
• Support budget awareness by ensuring appointments are scheduled confirmed and not canceled unnecessarily.
• Train mentor and support clinic staff and volunteers; participate in performance reviews and corrective actions with the Clinic Director.
• Ensure staff certifications licenses and required documentation remain current.
• Participate in staff meetings training and policy review.
• Respond to client concerns professionally and assist with follow-up as needed.
• Assist with front-desk operations including scheduling client flow payments and invoicing when needed.
• Coordinate with Foster and Companion Animal Welfare teams to support medical care scheduling and intake needs.
• Communicate issues or urgent concerns to veterinarians and leadership promptly.
• Perform other duties essential to clinic operations as assigned.

KEY COMPETENCIES

• Strong verbal and written communication skills
• Excellent customer service skills
• Proficiency in Microsoft Office (required)
• Ability to work effectively with staff adopters and foster parents
• Strong attention to detail and follow-through
• Ability to work under pressure in a fast-paced environment
• Ability to have difficult or corrective conversations professionally

POSITION REQUIREMENTS

Education & Experience

• Associate degree or equivalent experience required
• Office administration experience required
• Managerial or supervisory experience required
• Experience with veterinary services or medical care preferred
• Experience with proper pet handling and restraint methods preferred
• Skills & Abilities
• Strong leadership interpersonal staff development teamwork and customer service skills
• Strong organizational decision-making and problem-solving abilities
• Proficient with Windows-based PCs and capable of learning new database systems
• Collaborative team player across departments
• Flexible and adaptable to a fast-paced evolving work environment
• Ability to work varied shifts and extended hours as needed
• Additional Requirements
• Valid Oklahoma drivers license and reliable transportation
• Involvement with other rescues must be disclosed to evaluate potential conflicts

Physical Demands

• Will work inside and outside as necessary.
• Will be exposed to loud noises odors wet and humid dusty conditions and airborne particles.
• Will be exposed to blood fur hair fecal matter and urine parasites and pests animal bites and scratches.
• Exposed to sick injured and aggressive animals.
• Exposure to zoonotic diseases and sharp objects.
• Work in varied weather conditions of heat cold rain snow and ice.
• Ability to lift and carry 50 lbs. bend stoop kneel walk crawl reach push pull sit and stand for extended periods of time.
• Ability to hear talk and use hand dexterity specific vision abilities required to include close vision and ability to adjust focus.
• Work with and around various chemicals and cleaning supplies.

SCHEDULE

FT position. Minimum 1 Saturday/month. Schedule can vary shift changes will be necessary sometimes as will work on holidays and some overtime

Required Experience:

Manager