We are looking for a versatile, thorough, and committed veterinary hospital manager to oversee our practice at Alameda Pet Hospital in Alameda, California.  The Hospital Manager is responsible for facilitating and streamlining all operations in the hospital, ensuring physical and financial productivity, maintaining optimum customer service, and supervising the staff under the leadership of the practice owner.   The Hospital Manager reports directly to the Practice Owner.  All leads and staff report to the Hospital Manager.

Our practice (3-4 doctors) is a small animal AAHA-accredited privately owned (not corporate) practice with a well-established clientele.  We are looking for an individual who is motivated and can motivate others.  This applicant must be passionate about the veterinary field, works well with others, and is an effective communicator.   The main responsibilities include (but are not limited to) inventory, coordinating with drug reps, assisting in decision making to help the hospital operate in a smooth fashion, and providing the “face” to the clients that we want to represent.  A complete list of expected job responsibilities is listed below.

Job Responsibilities:

1. Operations: Performing a variety of resource and strategic planning tasks to ensure our hospital is adequately supplied and runs smoothly
   • Efficiency of flow of clients
   • Supervising the processes and function of hospital efficiencies
   • Client interactions, such as answering questions or addressing complaints.
   • Maintaining optimum customer service
   • Ensure lobby space is clean and organized
   • Facilitating continued training opportunities for team members to help individuals improve and advance in their departments.
   • Overseeing regulatory compliance for federal and state: including but not limited to CURES Forms, harassment training/forms, and OSHA compliance forms
   • SDS Sheets: ensuring all goods have an accompanying SDS Sheet and that they remain current in Google Drive as well as on all hospital computers
   • Organized Onboarding: ensuring this training tool is current and effectively utilized
   • Adjusting/implementing new protocols
   • Google Drive: keeping the hospital shared drive updated.
   • Maintaining Hospital standards and improving upon processes to ensure our hospital provides the best care for our patients and a great client experience
2. Inventory

• • Ordering supplies for the hospital
  • Keeping tabs on in-stock items in the hospital, for office and medical.
  • Maintaining appropriate inventory of supplies through ABC Counting
  • Maintaining a close financial eye on the cost of goods

3. Financial:
   • Assisting practice owner with value assessment associated with purchases and updating costs incurred to clients, respective of vendor cost increases
   • Running statements for past due balances on accounts
   • Invoicing: overdue statements and billing

4. Pharmacy
   • Return items to stock if not picked up in a timely manner
   • CURES Regulatory Forms
   • Ensuring accuracy for all employees handling pharmaceutical products
5. Staff meetings: organizing talks and lunches
6. Meeting with vendor representatives, effectively engaging with them and relaying pertinent information to the practice owner
7. Promoting the hospital through attendance at events outside of hospital hours
8. Human Resources:
   • coordinating with the practice manager for processes involving hiring, firing, staff engagement, discipline.
   • Works with team leaders, managers and department heads to learn departmental needs and goals
   • Training new employees
   • Staff retention processes. Motivation, engagement of employees. Creating and facilitating ideas for team building & team engagement
   • Cross-training staff
   • Mediating disputes and peaceful resolutions should these arrive with staff
   • Staff reviews at dates agreed-upon with the practice manager
   • Communication with doctors when issues arise
   • Managing payroll: overseeing payroll and ensuring it is completed at deadlines
   • Upholding and enforcing policies in our company handbook
9. Scheduling:
   • Creating staff work schedules in coordination with department leads. Ensure adequate staffing at all times in all departments of the hospital. 
   • Approving day-off requests for support staff in collaboration with other department leads to ensure adequate staffing.
   • Updating practice software with current staffing information, including current doctor schedules.
   • Appointment scheduling according to current staffing (techs/vets/rec).
   • Observes, reviews and analyzes processes to identify inefficiencies and areas where improvements could be made.
10. Reception/CSR duties:
    • Assistance with tasks needing completion by other receptionists
    • Notification to other receptionists of change in protocols
    • Management of “no-show” appointments
    • Management of answering machine outgoing message and retrieval of messages
    • Correction of mistakes on invoices or medical records to ensure accuracy
    • Emails, texts: overseeing completion, keeping inboxes clear
    • Covering the reception area, pharmacy, and other areas of the hospital when staffing is short.
    • Assisting doctors with creating health certificates (domestic and international) accurately

Skills and Experience:

• Hospital Management: one year, preferably at a veterinary hospital.
• Has worked in a veterinary hospital for a minimum of 5 years
• Positive attitude
• Great leadership qualities
• Ability to motivate a team to a common goal
• Excellent communication skills
• Extensive experience in customer service
• Ability to pivot to new processes as needs arise
• Open to feedback, improvement, and growth
• “People person” as well as “Animal Afficionado”
• Team-Player
• Consistently exercises good judgment
• Professional
• Experience in managing inventory
• Financial experience
• Time management skills
• Calm under pressure
• Availability to handle issues and complete projects outside of office hours. This may include evenings, weekends, and holidays.
• Must be able to be on feet 8-10 hours per day
• Technologically-savvy
• Must be able to work in an environment with exposure to disinfectant/sanitation chemicals, animal dander, and excretions

About Alameda Pet Hospital

Alameda Pet Hospital is a small privately-owned small-animal practice, located in Alameda, California.

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