Assistant Practice Manager

About Us

Flatbush Cats is on a mission to reduce overcrowded animal shelters in NYC by providing more New Yorkers with affordable and accessible veterinary care. We recently opened Flatbush Veterinary Clinic, a nonprofit facility providing high-quality veterinary services to pets in need. In addition to veterinary care, we operate a Community Cat and Rescue/Foster program serving Brooklyn and beyond.

Position Overview

We are seeking a dedicated and hands-on Assistant Practice Manager to support the Practice Manager and leadership team in overseeing the daily operations of our growing nonprofit veterinary clinic. The ideal candidate has prior experience as a veterinary technician or veterinary assistant, combined with strong organizational and leadership skills. You will serve as the bridge between our medical and administrative teams, ensuring that patient care, staff communication, and clinic systems run smoothly. This position is best suited for someone who understands the clinical side of veterinary work and is ready to step into a leadership and operational role.

Responsibilities

Clinic Operations and Scheduling

• Support the Practice Manager in creating monthly schedules for front desk, surgery, and wellness teams.
• Coordinate per diem coverage for staff PTO and absences.
• Conduct scheduling audits and adjust appointment types and time slots as needed.
• Support team scheduling shifts as needed, including PTO and call-outs.

Medical and Technical Support

• Provide assistance on the clinic floor during peak times, supporting departments as needed.
• Use your clinical experience to identify workflow inefficiencies and collaborate on improvements.
• Assist with equipment maintenance, inventory tracking, and supply ordering.

Staff Communication and Development

• Send daily staffing updates and morning notes on PTO, patient flow, and operational reminders.
• Assist with onboarding new employees, ensuring all logins, training checklists, and introductions are complete.
• Help coordinate staff reviews, collect feedback, and schedule meetings with the Practice Manager and Medical Director.
• Support communication across departments and help resolve interpersonal or workflow challenges.

Client Communication and Front Desk Oversight

• Review daily client interactions to ensure all invoices, medical records, and certificates are properly completed and sent.
• Support front desk staff in managing challenging client interactions with professionalism and empathy.
• Reinforce consistent standards for tone, response time, and client education.

Payroll, Finance, and Administrative Support

• Assist with payroll review to confirm timesheet accuracy and resolve discrepancies.
• Support invoice tracking, and bookkeeping documentation.
• Monitor benefit enrollments and other administrative compliance items.

Facilities, Compliance, and Operations

• Monitor facility maintenance and coordinate vendor communication.
• Oversee biweekly deep cleaning schedules and confirm completion.
• Track staff trainings, certifications, and compliance documentation.
• Support the implementation of new systems and operational improvements.

Culture and Mission Alignment

• Model empathy, accountability, and teamwork across all departments.
• Promote a positive and inclusive workplace that reflects the mission and values of Flatbush Cats.
• Participate in monthly staff meetings and leadership huddles to ensure alignment and communication.

Qualifications

• Experience as a Veterinary Technician or Veterinary Assistant is a plus, but not required
• Strong understanding of veterinary clinic workflows and medical terminology.
• One to two years of experience in a supervisory, shift lead, or administrative role.
• Excellent organizational and communication skills.
• Proficiency with Google Workspace, spreadsheets, and scheduling software.
• Ability to maintain confidentiality and professionalism.

Preferred Qualifications

• Experience using veterinary practice management software.
• Prior experience supporting payroll, HR, or inventory management.
• Familiarity with nonprofit or high-volume spay/neuter clinic operations.
• Fluency in Spanish is a plus.

Education and Experience Associate’s or Bachelor’s degree preferred. Certified Veterinary Technician (CVT/LVT) a plus but not required. Previous leadership or mentorship experience in a veterinary or medical setting strongly preferred.

Benefits

• Competitive salary of $30 - $38 based on experience.
• Two weeks of PTO and ten paid holidays.
• Medical, dental, and vision insurance.
• 401(k) with company match.
• Discounted veterinary care for personal pets.
• Continuing education and professional development support.
• Opportunities for advancement into management or operations leadership roles.

ScheduleFull-time, 10-hour shifts, Monday through Thursday.Occasional weekend or evening hours for meetings or special events.

How to Apply: If you are a veterinary professional ready to use your clinical experience in a leadership and operational role, we would love to hear from you. Join Flatbush Cats and help make quality veterinary care more accessible for pets and families across New York City.

Flatbush Cats is an equal opportunity employer and values diversity in the workplace. We are committed to providing equal employment opportunities to all applicants and teammates, regardless of race, color, religion, sex, national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, military status, or any other characteristic protected by applicable law.

Job Types: Full-time, Contract

Pay: $30.00 - $38.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: In person

Salary : $30 - $38