Veterinary Contract Coordinator

Job Description

The Veterinary Contract Coordinator is responsible for providing administrative support to all aspects of veterinary contract management and tracking within the broader corporate structure including but not limited to communications with Field Operations, Talent Acquisition, Legal, Payroll, Human Resources, and Accounting. This position requires an experienced administrative professional with exceptional communication, time management, and organizational skills, as well as ability to develop new skills as needed. The Veterinary Contract Coordinator is responsible for collecting data from our hospitals’ financial portfolios and creating production analyses to inform strategic decisions for contract changes. This position requires exceptional analytical skills and attention to detail.

Essential Duties & Responsibilities

Employment Agreement Creation

• Under the supervision of the Veterinary Contract Manager and the Legal Department, the Veterinary Contract Coordinator executes employee agreements for veterinarians based on terms and conditions negotiated in their offer letters.
• Draft employment agreements using Salesforce and Docusign CLM
• Ensure consistency between offer letter, new employment agreements, and hospital/company policy
• Communicate externally with hospital management teams and internally with Operations Department to determine veterinarian eligibility for an employment agreement
• Communicate with veterinarians in a timely and helpful manner answering questions and negotiating terms of employment agreement
• Collect signatures from veterinarians and applicable parties once employment agreement terms are finalized; communicate with Finance Department to ensure changes are captured for payroll
• Draft relief veterinarian contracts to support hospital staffing requirements
  
  

Employment Agreement Renegotiations & Maintenance

• Respond to requests from veterinarians to renegotiate contract terms, analyze revenue and overall employment expense to make recommendations for appropriate compensation adjustments, and work with members of hospital & corporate teams for approval
• Collect production reports from hospital PIMs and compensation data from Workday to create DVM production analysis
• Amend existing employment agreements to reflect renegotiated terms, notate changes in appropriate tracking systems, and communicate changes to applicable departments
  
  

Recordkeeping

• Enter details of offer letters and employment agreements into applicable tracking systems, maintain up-to-date records and files
• Track signing, retention, and referral bonuses; submit to payroll according to timing described in bonus agreement
  
  

Inbox & Workflow Management

• Maintain and organize DVM Contracts team inbox, ensuring incoming emails are reviewed, categorized, and entered into Monday board in a timely manner for team visibility and tracking
• Ensure correspondence is documented and aligned with team workflows to support accurate and efficient contract processing
• Respond to all inbox inquiries within 24 hours, demonstrating strong communication and customer service skills
• Provide essential inbox management support to ensure no requests are missed and all items are addressed promptly and appropriately
  
  

Onboarding & Offboarding Support

• Assist Veterinary Contract Manager with onboarding and offboarding tasks for veterinarians within Workday
• Support preparation, coordination, and completion of onboarding documentation and system updates
• Ensure offboarding processes are completed accurately and timely, including system updates and internal notifications
  
  

Other

• Maintain working knowledge of compensation structures offered to veterinarians
• Utilize Workday to submit changes to veterinarian compensation, benefits, and employment status
• Gather veterinarian-related data for Operations projects (i.e. updating staff rosters for annual membership/insurance renewals, etc.)
• Maintain working spreadsheet of DVM compensation
• Other duties and projects assigned
  
  

Requirements

Required Qualifications

• Associate degree or 3 years of relevant work experience; Bachelor’s degree preferred
• Strong analytical skills with ability to interpret complex data and provide actionable insights
• Excellent interpersonal and communication skills
• Strong attention to detail
• Flexibility and drive to meet tight deadlines, assist multiple projects, and prioritize appropriately
• Ability to work well with people at all levels of the organization
• Highly professional, with a strong work ethic and self-direction
• Ability to multi-task and organize duties is essential
• Strong prioritization, organization, and data management skills
• Must be highly motivated self-starter comfortable with managing requests from multiple sources
• Comfortable with both in-person and virtual work environments, with ability to commute to the corporate office
  
  

Preferred Qualifications

• Experience and in-depth knowledge of veterinary industry practices
• Experience with practice information management systems commonly used in veterinary practices such as Cornerstone, Avimark, ImproMed, and IntraVet
  
  

Technical Skills

• Strong proficiency in Microsoft Office, including Word, PowerPoint, and Outlook
• Advanced Microsoft Excel skills with ability to automate large volumes of data and perform calculation
• Exceptional verbal and written communication skill
• Exceptional time management and organization skills
  
  

Physical Requirements

• Remain in a seated position at least 75% of the time
• Ability to communicate with others via verbal communication in an in-person and virtual environment, as well as frequent emails and phone calls; must be able to exchange clear, accurate information in these situations
• Ability to utilize a computer, keyboard and mouse when working
  
  

Supervision: None

Work Location: Remote

Compensation And Benefits

Salary Range: $25-28 per hour

Blue River PetCare team members are eligible to participate in the discretionary annual bonus program.

Blue River PetCare Offers The Following Benefits

• Health, Dental, and Vision Insurance
• Flexible & Health Spending Accounts
• Disability, Life Insurance, and Critical Illness Coverage
• Retirement plans with company match
• Paid Time Off (PTO), Holidays, and Bereavement
• Employee Assistance Program (EAP)
• Paid Volunteer Time-off
• Pet Perks with industry vendor partners, including deals on insurance, preventatives, food, and supplies
• Chicago CTA Transit Program Benefits
• Discounted gym memberships for local Chicago team members
• Childcare discounts with KinderCare
• Exclusive travel, entertainment, and retail discounts
• Hybrid and remote opportunities
  
  

We’re proud to announce that Blue River PetCare is a certified Great Place To Work!

Blue River PetCare is a multi-state owner and operator of high-quality veterinary hospitals, with our corporate office located in downtown Chicago. We provide an exit strategy for owners of veterinary hospitals who are looking to reduce the headaches of business and diversify their asset base while continuing to practice or who are seeking to transition their practice as they consider retirement. We believe strongly in the local franchise and work with our hospitals to strengthen their existing hospital brands and carry on the legacies which have been established.

Diversity is embraced at Blue River PetCare and the uniqueness of all individuals is supported. All qualified applicants will be considered for all positions regardless of race, color, national origin, age, sex, sexual orientation, gender identity, disability, veteran status or ancestry.