Shelter Medicine Coordinator

JOB TITLE: Shelter Medicine Coordinator
DEPARTMENT: Veterinary Services - Resident Clinic

REPORTS TO: Shelter Medicine Manager

SUPERVISES: N/A

CLASSIFICATION: Non-Exempt, Full-Time, Hourly

EFFECTIVE DATE: 1/22/24

SUMMARY: As a part of the resident clinic, the Shelter Medicine Coordinator is responsible for the coordination of medical pathways for the resident cats of Tree House Humane Society. This position also oversees the integrity of animal records and administrative clinic duties. The medical coordinator will maintain accurate recordkeeping and schedule of resident cats’ medical needs as directed by the Shelter Medicine Manager and/or a Tree House Veterinarian. This position is required to travel locally outside of Tree House as needed when off site veterinary appointments are scheduled

DUTIES AND RESPONSIBILITIES:

Medical Data Maintenance

• Maintain and ensure the integrity, accuracy, and completeness of incoming animal records; including treatment plans, historical record attachments, medications, vaccinations, microchips, health assessment, & husbandry needs. Coordinates with veterinary technicians & manager as necessary.
• Responsible for data entry of new intakes and ensuring locations of animals are accurate and updated.
• Responsible for statistical data for all program-related activities.
• Utilize Petpoint and ClinicHQ software as necessary to coordinate pathways of resident cats at the discretion of a Tree House veterinarian or the Shelter Medicine Manager.
• Schedule vaccines, order treatments, and exams in Pet Point in accordance with THHS policies and procedures as necessary.
• Update microchip ownership of all incoming animals. Communicate with other departments to report animal information when needed.

Medical Care Coordination

• Oversees preparation and ensures intake exams, vaccinations, and treatments for animals occur within two hours of intake to the shelter.
• Schedules offsite veterinary appointments and transports animals for appointments as assigned by Shelter Medicine Manager.
• Assists manager with scheduling in-house veterinary exams.
• Review population and update weekly spay/neuter surgery needs and status review of list. Schedule as necessary.
• Ensures items and tasks from Daily & Weekly Rounds have been completed in a timely manner.
• Assists with movement of animals to and from clinic when needed.
• Serves as primary contact for shelter operations staff regarding medical concerns and observations in the absence of the Shelter Medicine Manager.

Foster and Adoption Support

• Communicate and work closely with the Foster Manager to coordinate treatment needs of foster animals. Duties include, facilitating pick-up and drop-off appointments for surgery.
• Collaborate with the Foster Manager to schedule medical appointments for fosters and foster-to-adopt cats as needed.
• Works closely with Adoption Counselors to facilitate post-adoption medical support.

Health Protocols and Procedures

• Maintain and audit health-related protocols and procedures to prevent the spread of diseases and ensure a safe environment for all animals and staff while following OSHA guidelines.
• Assist in training and education of new staff members and volunteers on animal health best practices as needed.
• Assists in the educational development of volunteers, interns, and new clinic employees.
• Responsible for stocking medical and cleaning supplies as needed.
• Performs other duties as requested by management.

SUPERVISORY RESPONSIBILITIES:

This job has no supervisory responsibilities.

QUALIFICATIONS:

• High School Diploma or equivalent
• Preferred 1 year minimum experience in veterinary medical, shelter, or spay/neuter clinic
• Drivers license
• Passion for animals and animal welfare
• Strong background in customer service
• Flexibility with work hours and able to work additional hours when necessary
• Must be able to work efficiently in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Strong organizational and time management skills, as well as a strong sense of personal accountability
• Excellent verbal communication skills

COMPETENCIES:

Customer Service - Treats customers (internal and external) with respect and courtesy. Shows interest in, anticipates, and responds timely to customer needs and concerns. Goes beyond basic service expectations to help customers. Responds appropriately to and resolves difficult and emotional situations. Seeks ways to improve service delivery.

Diversity - Enthusiastically works with all employees, regardless of race, gender, culture, and age. Values contributions of people from diverse backgrounds. Demonstrates respect for opinions and ideas of others. Shows awareness of and

sensitivity to cultural and individual values.

Ethics - Respects and maintains confidentiality. Tells the truth and is honest in all dealings. Avoids situations and actions considered inappropriate or which present a conflict of interest. Upholds organizational values. Does not misrepresent self or use position or authority for personal gain.

Teamwork - Listens and responds constructively to others views. Gives and welcomes feedback. Provides assistance to others when they need it. Share expertise. Acknowledges others effort and contribution. Puts the success of the team above their own interests. Creates a positive work environment.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to stand, walk and bend over or stoop.
• Occasional exposure to wet and/or humid conditions (non-weather).
• Must occasionally lift and/or move up to 40 pounds.
• May be exposed to unpleasant odors, noises and animal bodily fluids or feces.
• May be exposed to aggressive, ill and/or injured animals, as well as bites, scratches, and infectious (zoonotic) animal diseases.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.