Office Manager

Always wanted to be part of an engaging, fun, and challenging work environment supported by a staff of veterinarians?? Join VIN and become a VINner!

VIN currently offers benefits including Medical (with HRA), Dental, Vision, Life Insurance, FSA (medical and dependent care) as well as a 401k with a company dollar-for-dollar match up to 6% and starting accruing vacation and sick time as of your first day.

FOR VETERINARIANS BY VETERINARIANS, VIN has served the veterinary profession since 1991. Members of the VIN community (VINners) enjoy unlimited access to an extensive medical database, a wealth of practice management resources, online continuing education courses, live discussion sessions – moderated by experts and specialists – on a wide variety of topics, and a support community of colleagues. For more information, please visit www.vin.com.

Office Manager Position

This position is 100% onsite/in person.

We are looking for a Full-Time Office Manager with strong computer and client relation skills. Good organization, communication, and note-taking skills are a must. Please respond with a copy of your resume and a short description of yourself. Be creative and tell us why you would be the perfect candidate for this position. 

Office Duties :

• Brainstorm with the team to help come up with new ideas and/or resolve some problems that may arise in the office or regarding shipping.
• Answer all customer service emails and phone calls.
• The applicant will be responsible for invoicing customers and answering customer service emails for all products and purchases relating to CattleDog Publishing and the VIN Store.
• Pick up mail and deliver to appropriate individuals/offices
• Scanning checks and sending to department heads
• Help clean up the lunch areas.
• Assist, as needed, with employee reservations, lunches, meetings, etc.

Shipping:

• Order fulfillment: picking, packing, and shipping.
• Packing, sending, and receiving conference material.
• Checking orders for quality and accuracy.
• Packing with care: ensuring that products will arrive safely to the customer
• Document and report to management as required
• Timely communication with team about order issues.
• Communicate with shipping carriers as needed
• Daily inspection of warehouse area to maintain organization of products
• Scheduling pick up/ drop off of shipments as needed
• Dropping off completed orders at the post office/UPS etc. as needed.

• Send consultant boxes throughout the month.

Inventory:

• Manage and maintain inventory of all products (products include and are not limited to marketing material, conference supplies, office supplies).

• Order supplies as needed or let the department head know when running low
• Timely communication with team about inventory levels.
  • Assist in finding and implementing an inventory system and process that benefits multiple departments.

Low Stress Handling University:

• Answer customer emails relating to the University. Find solutions to their concerns. This may include:
• Applicant will also email learners throughout their course progress, including when learners have purchased, started, ended, and stalled in their educational journey.
• Individual will use reports to continue to brainstorm ways to engage learners.
• Review closed captioning of online courses for errors.
• Update and upload new certificates into the learning management system as courses are approved by RACE, IAABC and CCPDT.
• Assist in making the LMS more customizable and user friendly to the learners, clinics and hospitals.
• Upload courses, closed captions, additional resources to the learning management system.
• Ensure all certified individuals and facilities that are listed in the LSH Directory are up to date.
• Add new certified individuals and facilities to the CattleDog Publishing website and to respective Smartsheets.
• Email current learners and facilities about the benefits of being listed in the Directory.
  • Ensuring learning information is updated on both the learning management system and VIN.

The personal skills required for the job:

• Exceptional organizational skills
• Exceptional customer service skills
• Ability to problem solve
• Ability to pay attention to detail
• Good communication skills
• Ability to lift 50 pounds, bend, kneel, and work on feet for long periods of time
• Proficient in electronic shipping software (we are currently using Ship Station)
• Basic knowledge of updating a website
• Has valid California driver’s license
• Able to work onsite in Davis, CA Monday through Friday

Bonus Skills:

• Ability to use Adobe Creative Suites, especially Photoshop and Adobe Acrobat
• Proficiency with Smartsheet or Excel sheets
• Proficiency with using a learning management system
• Experience with finding ways to streamline processes
• Takes initiative, sees a need and acts.

This position is 100% onsite/in person.