Clinic Program Manager

Position:             Clinic Program Manager - Community Animal Center (CAC)

Department:        CAC Clinic

Reports To:          Medical Director

Location:              3180 Presidential Dr, Atlanta, GA 30340

Summary:

LifeLine Animal Project is committed to the care and welfare of pets and the people who love them.  The values we exhibit as an organization show the strength of our staff, our leadership and our community.  We expect all employees to exhibit LifeLine’s core values as we complete daily tasks, provide services to clients and care for our animals.

The Clinic Program Manager – Community Animal Center (CAC) is responsible for the operational leadership, performance management, and expansion of spay/neuter services at the Community Animal Center. Reporting to the Medical Director, this role ensures CAC spay/neuter operations are medically compliant, operationally efficient, and scalable, while supporting the strategic goals , operational and financial objectives. The work schedule consists of Thursday through Sunday for three weeks and then Tuesday through Friday one week a month.

Essential Job Functions:

This represents a list of essential job duties.  Other duties or special projects may be assigned as needed.

Uphold the standards and values of LifeLine Animal Project:

Save Lives -- Build Community -- Be Exceptional Stewards --  Be Courageous -- 

Be Compassionate -- Take Responsibility -- Respect, Embrace and Celebrate Diversity

Leadership:

• Courageously lead by example, modeling proper animal handling techniques, safety protocols, and compassionate care.
• Enforce and maintain disease control, animal health and sanitation protocols to further LifeLine’s mission to save lives.  
• Delegate duties to each employee in this program to ensure that daily tasks are accomplished.
• Help to manage the veterinarians working in this program in the absence of the Medical Director. 
• Direct on-the-job training to develop assistants’ technical skills. 
• Coordinate scheduling of new technicians/assistants for this program with the Medical/Clinic Director. 
• Help to prepare employee evaluations with the Medical Director. 
• Explain the nature of and basis for hospital personnel policies and procedures to the clinic team and clients as necessary. 
• Make informal recommendations to the Medical Director concerning personnel matters, such as staffing needs, advancement, re-assignment, work hours, and other status changes affecting the team.

Organization and Administration:

• Oversee chart audits for completeness and accuracy. Refer charts to the Medical Director or Clinic Director for questions concerning charges and incomplete information and to the appropriate veterinarian for questions concerning incomplete medical records.
• Schedule monthly meetings with the clinic staff to ensure constant communication.
• Responsible for the staff schedule. Assist with emergency scheduling as needed. 
• Responsible for the vendor invoices/receipts match and everything is charged appropriately. 
• Pay prompt attention to requests for meetings, repairs, and supplies. 
• Take responsibility to help with triaging emergencies and getting the pet to the right team member for treatment.
• Ensure orders and shipments are unpacked and properly put away and inventoried.
• Help to oversee the appointment schedule for mistakes in scheduling and bring it to the attention of the Client Care Manager, Client Care Supervisor or Clinic Director.
• Organize work areas and exercises time-management skills to maximize personal efficiency.
• Prioritize and handle multiple tasks in a calm, organized manner. 
• Ensure that client issues or complaints are handled properly and in a timely manner.
• Coordinate with the Clinic Director or Client Care Manager to ensure community cat calendar is up-to-date and animals are properly scheduled
• Manage logins in the veterinary software and chat groups for new employees, visiting vets and veterinary students.

Communication and Collaboration:

• Work alongside the Client Care Manager and Clinic Director to determine the scope and type of support services to be furnished and the procedures used to accomplish them.   
• Recognize non-routine or unusual situations and refer them to the Medical Director and Clinic Director, along with recommended solutions. 
• Assist Clinic Director in developing programs to improve the morale of the technician/ assistant staff.
• Show appreciation of the technician/assistant staff and communicate how important they are to business operations. Mediates interpersonal problems with the technician/ assistant staff. 
• Promote a positive work environment and ensure LifeLine’s Core Values are represented throughout the clinic.
• Ensure efficient operations and exceptional customer service to all visitors, while respecting, embracing, and celebrating the diversity of individuals.
• Meet regularly with the Medical Director to discuss staff performance issues and clinic performance concerns.
• Maintain a positive culture of teamwork. 
• Serve as liaison between staff and Directors. 
• Work closely with managers of other departments and locations to ensure an understanding of the bigger picture and keep lines of communication open. 
• Serve as a representative of the hospital, displaying courtesy, tact, consideration, and a positive attitude in all interactions with clients, patients, and other staff members. 

General Responsibilities:

• Lead day-to-day spay/neuter operations at the Community Animal Center.
• Monitor daily patient flow, surgical throughput, staffing coverage, and clinic readiness.
• Exhibit exceptional stewardship by supporting the cleanliness and organization of the clinic’s walkways, animal areas, and work areas and ensure equipment is properly maintained and operational.
• Help strengthen and build a community of animal welfare advocates by supporting and engaging the volunteers who aid the clinic teams.
• Continue education by participating in LifeLine’s 40-hour annual training requirement.
• Willingness to participate in cross training with other departments.
• Adhere to all hospital policies, standards, and procedures, including but not limited to uniforms, grooming, smoking, and personal calls, as stated in LifeLines Employee manual. 
• Demonstrate initiative in everyday duties by seeking other work during down times, assisting other employees, and filling in for other employees as needed.  
• Adhere to the posted work schedule. Arrives for work promptly and begins work at the start time. Follows hospital policies for reporting lateness or absences. 
• Perform other duties as directed, including technician duties if needed. 
• Assist organization leadership with special projects.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• Compassion for animals and the people who love and care for them.
• Strong work ethic with the ability to work independently.
• Demonstrated ability to coordinate with various departments, personnel, vendors, volunteers and outside agencies.
• Ability to serve the public and fellow employees with honesty and integrity.
• Ability to stand for extended periods (10 hours a day) and to bend and reach to perform assigned work activities.
• Experience assembling patient records, obtaining relevant information from clients, and accurately entering a variety of information in patient records. 
• Ability to complete assigned tasks in the time allotted without direct supervision.
• Demonstrated ability to show empathy toward clients and treat animals with respect and compassion. 
• Ability to lift and carry 50 lbs. without assistance.
• Ability to interact with public and shelter dogs, cats and other animals including vicious, stray, sick or injured animals. 
• Ability to handle seeing and dealing with animals that have been abused, neglected or treated cruelly.  
• Ability to properly restrain patients. 
• Knowledge of common cat and dog illnesses and options for treatment.
• Ability to administer vaccinations and medications.
• Ability to learn animal management software systems and accurately enter information into the software system.  
• Ability to accurately manage and record detailed information in medical records and other data-management systems. 
• Knowledge of spelling and meaning of commonly used veterinary terminology and procedures.  
• Ability to show empathy toward clients and treat animals with respect and compassion.
• Excellent interpersonal communication skills and a commitment to outstanding client service. 
• Must be able to work weekends, holidays, and varying shifts based on clinic and shelter needs.
• Must have a means of travel that ensures prompt arrival for work shifts. 
• Must be able to pass a background check.

Education and/or Experience:

Minimum of high school diploma or equivalent. 

Two or more years’ recent experience in a HVHQSN facility is preferred. 

Two or more years’ recent experience leading or supervising a team is preferred.

Work Environment:

While performing the duties of this job, employee may be exposed to unpleasant kennel smells.  Will have to handle dogs and cats that are stray, injured, diseased or vicious. May be exposed to bites, scratches, animal waste, and contagious diseases.