Operations & Strategic Projects Coordinator

Job Overview:

Madison Veterinary Specialists is seeking a highly organized proactive and resourceful Operations & Strategic Projects Coordinator to support organizational leadership and advance important operational initiatives.

This is an emerging high-trust role requiring sound judgment professional confidence intellectual curiosity and exceptional follow-through. The Coordinator will help translate organizational priorities into action by organizing information gathering relevant data managing timelines documenting decisions coordinating stakeholders and maintaining momentum across multiple projects.

The successful candidate must be comfortable managing several fast-moving and competing priorities within a complex medical environment. This individual will respectfully hold leaders managers and project participants accountable for agreed-upon deliverablesincluding confidently reminding key leaders when information decisions or work are needed to keep a project moving.

This person will know when to work independently when to ask thoughtful questions and when to seek redirection. They will not wait for every step to be assigned or directed. When they identify a need or potential problem they will gather the relevant information evaluate possible options and bring forward a thoughtful recommendation.

Requirements:

The successful candidate will be:

• Highly organized self-directed dependable and attentive to detail.
• Comfortable working in a fast-paced medical environment where priorities may change quickly.
• Able to distinguish between what is urgent what is important and what requires leadership involvement.
• Proactive enough to recognize what needs to be done without waiting for detailed instructions.
• Confident enough to respectfully hold people at all levels of the organization accountable for commitments and deadlines.
• Diplomatic and persistent when following up on delayed work or competing priorities.
• Intellectually curious and willing to ask thoughtful questions to better understand the purpose behind the work.
• Resourceful in gathering information analyzing needs and developing practical recommendations.
• Comfortable presenting a proposed solutionnot simply identifying a problem.
• Receptive to feedback and capable of adjusting direction without becoming discouraged or losing momentum.
• Skilled at balancing initiative with appropriate judgment and escalation.
• Able to maintain composure accuracy and professionalism while managing multiple competing demands.
• Committed to the mission culture and professional standards of Madison Veterinary Specialists.

Preferred Qualifications:

Previous experience in veterinary medicine human healthcare medical operations or another clinically complex environment with the ability to understand medical terminology professional credentialing compliance requirements and the operational impact of time-sensitive decisions.

Essential Job Functions:

• Project & Leadership Coordination: Coordinate assigned projects maintain timelines and action-item trackers document decisions and next steps follow up with stakeholders and provide meeting support as needed.
• Operational Documentation & Workflow Improvement: Maintain and update hospital SOPs and other operational documentation; assist with identifying documenting and implementing process improvements.
• Compliance Accreditation & Credentialing: Support hospital accreditation and compliance initiatives including AAHA and OSHA; coordinate professional memberships and liability insurance as well as credentialing-related documentation.
• Recruiting & Candidate Experience: Support DVM and other strategic recruiting initiatives by coordinating interview logistics travel and accommodations candidate itineraries meals feedback surveys and communication with internal stakeholders.
• Client Experience & Organizational Data: Collect organize and summarize client feedback and other operational data; maintain relevant tracking tools and logs; identify trends and prepare information for leadership review and decision-making.
• Strategic Partnerships & Programs: Coordinate administrative requirements and ongoing documentation for hospital partnerships charitable initiatives rescue organizations vendors and other organizational programs.
• Internal Communications & Engagement: Develop and coordinate internal communications including newsletters and project updates and support hospital events and employee engagement initiatives.
• Cross-Functional Special Projects: Provide project coordination and administrative support for emerging organizational priorities that involve multiple departments stakeholders or leadership team members.

Measures of Success:

Success in this role will be demonstrated by:

• Leadership priorities being translated into clear action plans responsibilities and timelines.
• Projects maintaining momentum despite competing operational demands.
• Leaders and managers receiving timely professional follow-up regarding commitments and deadlines.
• Delays missing information and potential barriers being identified and communicated before they jeopardize a project.
• The Coordinator consistently arriving with relevant information thoughtful questions and practical recommendations.
• Work progressing independently without the need for frequent reminders or detailed step-by-step supervision.
• Leadership having confidence that important initiatives will remain visible organized and actively advanced.

Language Skills:

Ability to read write and speak English fluently and communicate effectively with team members leadership clients vendors and other external partners.

Computer and Administrative Skills:

• Familiar with Microsoft Word Excel and standard office equipment.
• Able to organize maintain and accurately communicate information across multiple projects and stakeholders.

Physical Demands:

This position primarily involves sedentary work including prolonged periods of sitting and working at a computer. The employee must occasionally stand walk bend reach and lift or carry items weighing up to 20 pounds. The role requires the ability to move throughout the hospital as needed to communicate with team members and support projects.

Work Environment:

The work environment characteristics described here represent those an employee may encounter while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

The role is primarily performed in an office and veterinary hospital environment and may involve occasional exposure to animals pet dander noise cleaning agents infectious agents zoonotic disease and other conditions associated with a veterinary medical setting.