The Office Manager is responsible for non-centralized hospital operations such as inventory management, vendor relations, scheduling, tracking, and reporting on hospital revenue and new patient/client acquisition, issue identification and resolution, and acting as their hospital's Cal OSHA Safety Officer and super user for the Practice Information Management System.
Requirements
- Two or more years of experience as an office manager (medical or veterinary office manager preferred)
- Eye for how things can be better, solution and detail-oriented mindset, collaborative nature, emotional intelligence, and feel that the Animal ONE culture and guiding principles are aligned with how you approach work life and interactions with peers, clients, patients, vendors, and the public
- Ability to work independently and as part of a team, compassionately assist pet parents who are under duress, address conflicts with emotional intelligence, and create a positive environment for patients, pet parents, and staff
- Exceptional organizational skills
- Inviting demeanor and willingness to place pet parent, patient, and staff well-being and safety above all else, and coordinate amendment of procedures as needed to ensure this well-being and safety
- Experience and Skill Supervising Support Staff
- Skill in effectively supervising technical and/or administrative support staff (Customer Service Representatives), by providing indirect supervision (whenever possible), and direct supervision, training, and mentoring, when needed
- Skill in collaborating with the Lead Veterinarian and Supervising Registered Veterinary Technician on work schedules, safety, standard operating procedures, and hospital operations
- Experience and Skill in Managing Programs, Practices, Procedures, and Methods
- Excellent writing skills (grammar, punctuation, composition) and intermediate to advanced skills using Microsoft Office Suite software (Word, Excel, SharePoint, etc.), to produce templates, forms, printed manuals, and spreadsheets; effectively organize and maintain digital documents; and create/manage office and medical record retention, release, and maintenance
- Experience overseeing financial-related tasks (i.e., collecting and processing payments, accounting for product sales), conducting fee analyses, and monitoring practice performance against targets/goals
- Skill in writing operating procedures and ability to collaborate with executive leadership and other managers to identify, create, and implement Animal ONE-wide changes, ensure site copies of the Animal ONE Standard Operating Procedures are updated and available, and communicate changes to staff
- Ability to manage vendor relations
- Ability to oversee and provide direction on inventory management
- Knowledge of practice management information systems or other IT business software, and a willingness to be trained in and have responsibility for identifying system needs and executing site-specific changes in collaboration with IT staff
- Knowledge of labor law (preferably California); the ability to work with Animal ONEs HR Department, HR business partners, and supervisors to advertise, interview, hire, and onboard staff; and skill in effectively supervising, motivating, and mentoring staff within a culture that values individual growth and rewards both team accomplishments and individual accountability
- Knowledge of and experience (or ability to acquire knowledge/skill) in site compliance with Cal-OSHA (preferred; OSHA for other states accepted) and ability to perform periodic inspections and equipment testing, maintain records/files, conduct staff training, ensure site compliance with Cal-OSHA regulations, act as the site administrator for the Cal-OSHA Safety Program, and utilize materials provided by the selected Cal-OSHA training and documentation vendor
Benefits
- 100% employer paid premiums for an HMO health insurance option
- Dental plan that covers the employee, their spouse, and their dependents
- Generous tuition reimbursement plan
