Administrative Assistant/Office Manager

Administrative Assistant / Manager

About MetroPet Veterinary Clinic

MetroPet is a growing, compassionate, and fear-free focused veterinary practice dedicated to providing five-star care to our patients and clients. We believe in continuous improvement, maintaining a positive hospital culture, and utilizing technology to enhance efficiency. We are seeking a highly motivated, self-directed, and professional individual to join our team as a Practice Manager/Administrative Assistant.

Job Summary:

The Practice Manager/Administrative Assistant is a vital leadership role responsible for the day-to-day non-clinical operations of the hospital. This position requires exceptional organizational skills, a growth mindset, strong problem-solving abilities, and a commitment to maintaining the highest standards of integrity, compassion, and professionalism. The ideal candidate will work closely with the Practice Owner and other team managers to ensure smooth operations, staff welfare, financial health, and continuous hospital growth.

Key Responsibilities:

Hospital Operations & Compliance

• Regulatory Management: Organize and maintain all OSHA standard documents, staff/doctor/RVT licensures, radiation safety manuals, and X-ray safety standards. Ensure all safety protocols are being met.
• Policy & Documentation: Organize and maintain hospital insurance policies and claims documents. Write and maintain Standard Operating Procedures (SOPs) for all jobs and tasks.
• Quality Control: Conduct quality control checks on patient invoices, hospital cleanliness, and adherence to established protocols.
• Facility & Equipment: Maintain a list of broken equipment or facility/maintenance issues, actively seek solutions, and coordinate with maintenance personnel as needed. Set up and maintain cleaning protocols for all hospital areas.

Financial Management & Administration

• Budget Oversight: Maintain and monitor the hospital budget as set forth by ownership, including payroll, inventory, and general expenses, and immediately advise the Practice Owner of any out-of-budget scenarios.
• Accounts Management: Organize and maintain accounts receivable, ensuring timely client payments. Assist with bill paying and ensure accurate transmission of bills to bookkeepers.
• Inventory & Purchasing: Organize and maintain the inventory system. Work with drug representatives to secure the best pricing for drugs, laboratory services, and other supplies, ensuring the inventory budget is maintained. Streamline inventory management, utilizing AI or other technologies where possible.
• Pricing: Conduct routine competitive pricing research and maintain a chart to ensure appropriate service charges.

Human Resources & Staff Management

• Staff Culture & Welfare: Promote a positive hospital culture through effective communication, coaching, and hiring practices. Ensure staff happiness by tracking vacation/days off, celebrating work anniversaries, and coordinating staff life event recognition.
• Recruitment & Scheduling: Actively recruit staff for open positions. Work with the Practice Owner to create the hospital schedule.
• Training & Development: Organize and maintain comprehensive staff training protocols. Work with team managers (e.g., Lead RVT) to create training protocols and assist them as needed. Create a tiered training system for staff positions. Ensure staff attends appropriate continuing education (CE).
• Payroll: Call in payroll and maintain the payroll budget.

Leadership & Communication

• Hospital Flow: Work within both the front and back areas of the hospital periodically to understand workflow and job responsibilities, observing staff interactions, and providing positive feedback and gentle corrections.
• Communication: Maintain open and honest lines of communication between staff and the Practice Owner, providing constructive feedback to the owner and other staff members. Address staff concerns and help them. Conduct reviews. Coach team members on non-clinical aspects of their job. Mediate interstaff conflict and provide conflict resolution support. Give positive praise and encouragement to motivate staff.
• Project Management: Organize and delegate tasks related to ongoing hospital projects.
• Self-Direction & Growth: Use a very high level of self-direction and self-sufficiency to foresee hospital needs, always seeking ways to improve standards and efficiency (Growth Mindset).
• Delegation: Use delegation to recruit key staff members for help with your duties and projects.

Client Relations & Marketing

• Client Experience: Ensure five-star client care. Conduct periodic client surveys to gauge satisfaction. Go above and beyond to proactively keep clients happy.
• Digital Presence: Oversee and maintain the hospital's social media presence and website.
• Reputation Management: Review online reviews and respond accordingly.

Continuous Improvement & Technology

• Efficiency: Use a high level of efficiency to complete tasks, delegating where appropriate. Actively work to use AI and other helpful technologies to automate menial tasks and streamline processes to reduce the workload of both you and all other staff members.
• Business Intelligence: Maintain vital statistics on key performance indicators (KPIs) and hold meetings to advise ownership.
• Market Opportunity: Continuously look for new opportunities for hospital growth and expense reduction. Attend CE related to practice management, staff management, and budgeting.

Qualifications:

• Proven experience in administrative management.
• Demonstrated ability to organize complex systems and documentation.
• Exceptional leadership, coaching, and communication skills.
• Proficiency in financial management and budgeting.
• Strong commitment to Fear-Free practices and a positive team environment.
• High level of proficiency with technology and a willingness to embrace automation/AI tools.

Interested candidates should submit a resume and cover letter detailing their relevant experience and reasons for application.

Pay: $19.00 - $25.00 per hour

Work Location: In person

Salary : $19 - $25