Inventory Administrator, Veterinary Operations

Inventory Administrator, Veterinary Operations

Who We Are

ACC is one of the nation’s largest open-admission animal shelters, whose mission is to End Animal Homelessness in NYC. We touch the lives of nearly 20,000 animals each year. ACC is more than an animal shelter; we are a resource to the community, always seeking ways to keep the human-animal bond intact. With a 90% placement rate, our progressive, life-saving initiatives contribute to the successful placement of our animals. 

We strive to find loving homes for homeless and abandoned cats, dogs, guinea pigs and rabbits, both by adopting animals directly to the public and by partnering with more than 200 dedicated animal placement organizations (our New Hope partners). We also help keep NYC communities safe and rescue animals in need, responding to emergencies that involve animals as well as keeping our doors open 24/7 for people and animals in need.

Summary

Animal Care Centers of NYC has an annual intake of over 20,000 animals and the veterinary service team is responsible for providing vaccinations, microchips, prophylactic treatments, medical care and surgical interventions. It takes a lot of stuff to make all of that happen. The Inventory Administrator is responsible for overseeing inventory management and providing essential administrative support to ensure the smooth daily operations of the medical departments across, soon to be, 5 shelters and two community-based vet centers. It’s the “make sure that nothing runs out and the wheels don’t fall off” position, critical to ensuring the medical teams have what they need to execute their life saving work. This role maintains appropriate supply levels, coordinates ordering and vendor relationships, tracks inventory usage, and supports operational and administrative workflows. The position oversees a team of Inventory Coordinators (IC) based in each shelter and works closely with veterinary clinical and administrative teams in both the shelter and the vet centers to promote efficiency, compliance, and continuity of care.

Required Qualifications:                                    

• High School Diploma or GED required.
• Minimum 3 years of experience in either veterinary practice inventory management, pharmaceutical distribution, medical supply chain management or similar role in a human health care facility.
• Valid driver’s license as travel to all 5 boroughs is required.
• Must be able to lift a minimum of 50 lbs.

Benefits

ACC values work/life balance and offers a generous paid-time-off (PTO) package that includes vacation time, birthdays off, personal days and sick pay. We also value physical and mental health by offering a great open access Cigna medical, dental and vision insurance at a low premium to our employees as well as 401K and Pension, Life Insurance. We also have on-the-job training for 2-4 weeks, periodic all staff trainings to include safety, DEI, cross training, and other growth opportunities.  

Because ACC is a nonprofit, employees may be eligible for loan forgiveness, cancellation, and/or consolidation under the Public Service Loan Forgiveness program (PSLF). Created under the College Cost Reduction and Access Act of 2007, PSLF allows borrowers who work full time for nonprofits and government agencies to have their outstanding debt forgiven tax-free on Federal Direct Loans, after making 120 qualifying monthly payments under a qualifying repayment plan.

Please use this link for more details on our benefits package.

Essential Job Functions:

• Direct supervision of Inventory Coordinators based in each shelter and vet center, to include hiring, coaching, mentoring, administration of disciplinary actions and payroll.
• Support Inventory Coordinators in daily, weekly, monthly and annual inventory reconciliation.
• Conduct weekly controlled substance reconciliation in coordination with the DEA license holder, IC’s or Vet Team Managers.
• Set and maintain bulk storage units at optimum supply levels.
• Quality assurance tracking.
• Advising on product selection and optimum pricing.

Other Responsibilities:

Inventory Management of shelter and vet center medical departments.

• Itemize medical equipment, warranty oversight and routine equipment service and repairs.
• Maintain master inventory list to include pricing updates, backorders and discontinued items.
• Ensure on-site medical management follows inventory management policy.
• Control drug QA review.

Administrative Support

• Provide support to the rabies surveillance team.
• Vendor, per diem and 3rd party invoice processing.
• Track legal and regulatory compliance of medical department.
• Fear Free certification within 30 days of hire. 
• Complete other duties as assigned by supervisor.

Preferred Qualifications:                                    

• College degree in business administration or supply chain management preferred.
• Demonstrated success in managing a small team.
• Prior established relationships with veterinary vendors a plus.

Work Environment

At Animal Care Centers it's all hands-on deck. We work together as a team, which means you may be asked to help with tasks that involve working outside in all sorts of weather. As a busy animal shelter in one of the biggest cities in the world it can get noisy inside. Employees should have the ability to remain calm yet professional in stressful situations involving animals and/or members of the public. Animal Care Centers houses hundreds of animals in its facilities at any given time and with that comes fur, odors and other airborne particles in abundance.

Animal Care Centers offers many low-cost services to pets and people in need. This includes compassionate end-of-life services for people who cannot afford to go to a private veterinary office but still want to provide a professional and peaceful transition for their beloved pet.

This is a hybrid role with 70% of time being in one of our Care Center locations and 30% remote. 

Reports To: Sr. Administrator, Veterinary Operations

Overtime: This is a non-union position and is not eligible for overtime.