Clinic Coordinator

Clinic Coordinator

Reports to: Lead Registered Veterinary Technician

Supervises: Clinic Operations

Partners with: Lead Registered Veterinary Technician

Status: Part-Time

Location: Sonoma, CA

The Opportunity:

If you’re looking for a way to turn your organizational skills and love for animals into meaningful, everyday impact, this is that opportunity.

Pets Lifeline is a small but mighty private nonprofit in the heart of Sonoma Valley. We adopt around 400 dogs and cats each year, with adoption and community care at the center of our mission. In 2021, we expanded our shelter to include a low-cost community clinic, offering spay/neuter surgeries twice a week and vaccine clinics twice monthly.

As Clinic Coordinator, you’ll be the connective tissue that keeps our clinic running smoothly, from scheduling and client communication to tracking medical records and supporting our community. This is a hands-on, mission-driven role where you’ll see the difference you’re making every single day.

You’ll know the names of the animals you’re helping. You’ll help neighbors keep the pets they love. And you’ll be part of a team that’s building something special—raising the bar for community-based animal care in Sonoma Valley.

If you thrive in a fast-paced, detail-driven environment, enjoy working closely with both people and animals, and want your work to matter, we’d love to meet you.

Position Summary:The Clinic Coordinator plays a key role in ensuring the smooth operation of Pets Lifeline’s on‑site community clinics which operate twice weekly for spay and neuter and twice monthly for vaccinations. This position blends administrative, logistical, and client‑service responsibilities with the mission of providing high‑quality care to shelter residents and community pets. The ideal candidate is organized, compassionate, comfortable working with animals and people, and able to manage multiple tasks simultaneously in a fast‑paced environment.

Key Responsibilities:

• Oversee clinic scheduling: coordinate appointments for shelter animals (spay/neuter, vaccines, treatments) and community‑clinic patients, liaising with clients, veterinary staff, technicians, and volunteers.
• Manage client intake, scheduling and and day-of processing for community clinic services: greet pet guardians, verify records, collect relevant information, explain clinic policies and fees.
• Maintain accurate and timely medical records, data entry in clinic and shelter software, ensure documentation is complete for every case.
• Coordinate logistics for clinic days (on‑site or off‑site): set up exam/treatment rooms, ensure clinic supplies for check-in and discharge are prepped, coordinate critical instruction for volunteers and staff
• Provide customer service and educational support: answer client questions about basic pet care, clinic programs, and make appropriate referrals.
• Assist with volunteer or clinic staff onboarding/training as needed; collaborate with volunteers, vet techs and shelter staff to ensure smooth clinic flow.
• Support community outreach efforts: help promote clinic services, assist with events, coordinate outreach schedules and communications with partner organizations.
• Generate regular clinic reports: assist in compiling metrics on number of patients seen, procedures performed, client demographics, outcomes (e.g., spay/neuter numbers), and support grant or donor reporting as needed.
• Ensure compliance with clinic policies, animal welfare standards, and safety/cleanliness protocols.

Qualifications & Skills:

• Preferred but not required: experience in a veterinary clinic, animal shelter, community‑clinic or other animal‑welfare setting (or a strong combination of relevant experience).
• Excellent organizational skills with ability to prioritize, multitask and meet deadlines in a changing environment.
• Strong interpersonal and communication skills: comfortable interacting with clients, volunteers, staff and community partners.
• Confident with computer skills and willingness to learn shelter‑/clinic‑software (e.g., animal records, scheduling, data entry).
• Demonstrated commitment to customer service and compassionate communication, especially in sometimes stressful situations (pets in crisis, medical issues, anxious owners).
• Ability to lift and/or restrain animals as needed (up to ~50 lbs) and perform duties that involve standing, walking, bending, and sometimes handling cleaning or animal‑care tasks.

Pay: $23.00 - $25.00 per hour

Expected hours: 30.0 – 40.0 per week

Work Location: In person

Salary : $23 - $25