Hospital Director

Roosevelt Animal Hospital 

Veterinary Hospital Director: Are you the leader we’re looking for?

• One of the most robust compensations & benefits packages around. 
• We have a verifiable commitment to putting pets and our people first.
• You’ll have the resources and support to provide the highest quality care

Cara Veterinary is an established hospital group Washington State. We’re well known for the dedicated care we give our community’s animal family members, and as one of Cara’s 10 member hospitals, we’re also known as an exceptional place to work.

This is a big job for a confident leader who has a passion for developing talented people and an interest in community outreach and marketing.

Our Offer:

• Highly competitive salary range of $75,000-$85,000 based on experience
• Eligible to participate in a quarterly incentive program with an annual potential bonus 
• Medical, vision, & dental with 4 plan premium options 
• Child, spousal, and family insurance options for all medical, dental, and vision insurance options
• Employee Assistance Program
• Paid Time Off (PTO) up to120 hours per calendar year + 10 hours birthday PTO
• 6 paid floating holidays per year
• 401k + 4% employer match
• Employee pet care discount for up to four personal pets
• Uniform allowance
• Professional Development (CE) reimbursement, up to $1,000 each calendar year
• License renewal fee covered if applicable
• Regular reviews and feedback

Our Location:

We’re located in Roosevelt, a safe, highly livable neighborhood in north Seattle. In addition to the vibrant, inclusive, eclectic culture of the city itself, the Emerald City was recently ranked as the best place to live for outdoor experiences, and with good reason! Skiing the incredible Cascades, hiking a waterfall, kayaking with orcas—it’s all possible here. Seattle’s food scene is unmatched—with countless unique local pubs and clubs, and a thriving arts culture, we’re a truly special place to call home. Come join us! 

What We’re Looking For: 

As the head of operations at the practice, previous leadership experience is a must, and veterinary experience a real plus. You’ll also be collaborating with the hospital’s Medical Director to ensure excellence of care and customer service for our clients and patients, so you should:

• have exceptional interpersonal and communication skills 
• display a passion for developing, mentoring, and inspiring other
• be committed to providing personalized care to clients and their pet
• be trustworthy and reliable
• show adaptability and resilience
• be willing to advocate for staff, clients, and patients

Is That You?

Then please apply to the link and include a fully updated resume/CV as well as a cover letter expressing why you think you’d be a good fit for us.

Cara Veterinary is an equal opportunity employer. We welcome and celebrate diversity and are committed to creating an inclusive environment for all team members.

Summary of Job Purpose and Function

As a Hospital Director, you play a pivotal role in overseeing the successful operations of a veterinary practice. Responsible for team management, client satisfaction, office efficiency, and financial performance, you ensure the practice runs smoothly and adheres to the highest standards of care. This leadership role involves managing personnel, maintaining records, controlling finances, and fostering a culture of continuous improvement. With a focus on client service, staff development, and operational excellence, you are an integral part of the veterinary practice's success.

Supervisory Responsibilities

• Team Hiring and Onboarding: Interview, hire, and onboard new team members, ensuring alignment with Cara Pillars and practice standards.
• Performance Management: Conduct performance evaluations, manage monthly one-on- one meetings, and address team members' performance, goals, and development plans.
• Team Training: Implement and oversee a consistent training program throughout the hospital for all support roles, reinforcing the practice's commitment to team growth and learning.
• Scheduling: Responsible for scheduling the staff to meet current patient needs, while keeping labor costs within budget.
• Job Description Review: Ensure all support team members within the practice review their job descriptions and fully understand their role's expectations.
• Policy Enforcement: Consistently and fairly enforce all hospital and Cara policies in a timely manner.
• Timecard Monitoring: Monitor team members' timecards daily, ensuring they are ready for payroll processing in a timely manner.
• Staff Meetings: Organize and lead routine staff and department meetings.
• Team Competence: Monitor team members' competence and effectiveness, providing guidance and support.
• Time-Off Management: Review and approve or deny time-off requests, as well as coordinate coverage as needed.
• Conflict Resolution: Mediate and resolve conflicts or issues that may arise among team members.
• Quality Assurance: Monitor and maintain quality standards for medical care, ensuring adherence to medical excellence.
• Recruitment Assistance: Assist in the recruitment process, participating in interviews, candidate selection, and evaluation.
• Manager on Duty: When present in the hospital the Hospital Director is the manager on duty, overseeing the smooth operation of the practice.
• Performance Improvement Plans: Collaborate with the Medical Director to develop and implement performance improvement plans for team members when necessary.
• Continuing Education: Encourage and facilitate continuing education opportunities for team members to enhance their skills.
• Team Building: Foster a positive and cohesive team environment, promoting unity and collaboration among the practice team.
• Communication: Ensure that all team members understand and embody the company's core values and pillars.
• Essential Responsibilities and Tasks

TEAM MANAGEMENT

•  In collaboration with the Medical Director, the Hospital Director is responsible for hiring for growth and backfilling various roles within the practice. These hires should be selected with the Cara Pillars, core competencies, and results of required contingencies in mind.
•  In collaboration with the Medical Director, ensure each team member has a current development plan in place, monthly one-on-one meetings are conducted, annual salary reviews are conducted in a timely manner, disciplinary actions are executed in an objective and timely manner, and terminations are appropriately documented with the guidance of the Human Resources Team.
•  Responsible for ensuring a consistent training program is implemented throughout the hospital for all support roles and an ongoing training program is utilized to reinforce Cara’s goal to help team members to grow and learn.
•  Responsible for scheduling the staff to meet the current patient needs, and to keep labor costs within budget.
•  Ensure all support team members within the practice have reviewed their job description and fully understand what is expected of them within their role.
•  Supervise staff to ensure that each job is being effectively handled.
•  Consistently and fairly enforce all hospital and Cara policies in a timely manner.
•  Monitor timecards for each team member daily. Ensure timecards are ready for payroll within a timely manner. Review and approve or deny time off requests in payroll system in a timely manner.
•  Organize and lead routine staff and/ or department meetings.
•  Monitor team member competence and effectiveness.

CLIENT MANAGEMENT

•  Oversees training of all staff in accordance with the practice standards and that the above is known and practiced by all.
•  Oversee client flow to ensure that clients and patients are seen and treated in a professional, timely and competent manner.
•  Responsible for administration and review of non-medical client complaints.
•  Oversee call back system including overdue reminder calls.
•  Oversee collections and returned checks.
•  Oversee billing, calculation of any discounts and other special accounts.
•  Routinely monitors the client experience occurring over the phone by listening to recorded calls and reviewing recorded calls with individual team members.

OFFICE MANAGEMENT

• Modify and update systems and procedures wherever needed to better serve clients, patients, the practice and team members (i.e., modify schedules for the most productive use of time).
• Verify receipt of all supplies, manage invoicing and ordering.
• Quarterly inventory counts.
• Submit all vendor invoices to AP in a timely manner.
• Reconcile practice management software.
• Review credit card transactions at the end of each month.
• Monthly review of practice management software transactions.
• Organize and file packets of daily financial information.
• Sort and process the daily mail.
• Perform transaction corrections.
• Make certain bank deposits are made daily.
• Ensure that the OSHA and Safety program and procedures are being continuously monitored, updated and reported so the hospitals are in safety compliance.

PRODUCTION MANAGEMENT

•  Meet with the Medical Director regularly to discuss, evaluate and plan for the welfare of the practice.
•  Ensure that marketing events are effective - internal and external.
•  Motivate staff.
•  Check all transactions for accuracy and missed services through regular daily audits.

RECORDS MANAGEMENT

• Oversee that records are kept up to date. This includes client records with correct names, addresses, pets, charges, medical history, vaccine status, medications administered, laboratory reports, etc.
• Ensure authorization forms for surgery, laboratory, x-ray, euthanasia, etc., callbacks, and filing is in place and all receptionists comply.
• Responsible for follow-up and corrections on reminder cards, statements and any other returned mailings.

FINANCIAL MANAGEMENT

• Monitor the cost of purchasing so the practice operates within budget.
• Monitor staff scheduling so the practice operates within budget.
• Monitor and approve all expenditures within guidelines.
• Review the income statements and other financial data to find ways to improve revenues and profit margins.
• Oversee petty cash control and all other accounting functions established.
• Review charges on a daily basis to ensure that all charges have been captured.
• Responsible for cash control in hospitals
• Review accounts receivable and accounts payable to confirm proper and timely process.
• Either directly prepares or supervises the preparation of all business accounting reports and transactions. Audits both the preparer and the hospital personnel performance to assure that proper methods and techniques are being used.
• Reviews and/or purchases supplies and equipment assuring that a periodic review is made to assure that optimal prices are obtained.

MARKETING MANAGEMENT

• Works with Medical Director and internal Cara Marketing Manager to create marketing strategy, assesses success of all current marketing initiatives.
• Works closely with the staff to implement marketing initiatives, utilizing training, motivation, and incentives.

FACILITY MAINTENANCE

• Oversee the maintenance/housekeeping of the hospital for orderliness and cleanliness of both the inside and outside of the building.
• Monitor janitorial responsibilities.

MEETINGS

• Assist in scheduling doctor meetings with Medical Director.
• Plan hospital management meetings with Medical Director.
• Organize monthly staff meeting agenda in conjunction with hospital management team.
• Attend and participate in monthly Hospital Director meetings. 
• Attend and participate in one-on-one meetings with Director of Operations. 

COMMUNICATION

• Read and respond to all communication in a timely manner.
• Ensure that policies, guidelines and recommendations are quickly communicated to hospital staff and adequate training follows.

Required Skills/ Abilities

Exemplify Cara Veterinary’s Pillars on a daily basis

Put pets first. Our first priority is always with the health, happiness, and comfort of our patients. We have designed the Cara experience with the animal perspective in mind. And our care advice is based only on what is best for the pet.

Trust the parent. We believe that caring for an animal is a partnership built on mutual trust and humility. We trust parents to make the right decisions for themselves and their pets and invite them to actively participate in care alongside us.

Authentically human. Caring for a pet involves the full spectrum of emotions, from joy to grief. We must lean into openness, empathy, and compassionate listening. We know when to be fun, and when to be serious. At all times, we foster supportive, positive, and authentically human hospital culture.

Good neighbors. Although our business is growing, we retain the attitude and spirit of a neighborhood vet. We welcome people in. We get to know our clients' families and are proud to play an active role in our local communities.

Shake things up. We are always looking for a better way. In an industry that hasn't seen a lot of innovation, we are experimenting with new ways of delivering care, delighting customers, providing unexpectedly human (and animal) touches, and infusing out hospitals with fresh ideas.

Exemplify Cara Veterinary’s Core Competencies on a daily basis.

Connection: This competency involves nurturing robust connections with pet parents, pets, the community, and fellow team members, aligning with the practice's foundational values. It centers on fostering a sense of unity and comprehension that transcends the client-patient relationship. Team members prioritize building connections and relationships with clients and their pets, acknowledging the significance of empathy, trust, and team support, benefiting the pet's well- being and enhancing the practice's harmony.

Advocate: Advocacy is about empowering pet parents to make informed choices, advocating for the well-being of pets within the community, and supporting one another as a cohesive team. Advocates cultivate trust, cooperation, and an inclusive culture, giving utmost importance to values such as support, trust, empathy, and inclusivity. This commitment extends beyond interactions with pet parents and pets and resonates within the broader team, creating an environment where every member is valued, heard, and supported, irrespective of their backgrounds or viewpoints.

Communication: Communication revolves around fostering effective communication not only with pet parents but also within the team, ensuring a seamless flow of information for the highest quality of care for each patient. Team members prioritize building an atmosphere of trust, rapport, and open communication within the team, where everyone's input is valued. This extends to pet parents, pets, and the local community, creating a collaborative and supportive environment. Effective communication ensures that all aspects of patient care are well-coordinated and harmonized, mirroring the values of the practice pillars while facilitating a culture of inclusivity and transparency.

Trust: Trust is a cornerstone of our ability to provide the highest quality of care to our patients. It demands an open mind and a non-judgmental approach. Trust requires empathy, allowing us to understand the unique needs and perspectives of our pet parents, pets, and team members. It involves adapting behavior and care recommendations based on cues from pet parents, pets, and team members, establishing an environment of trust and integrity that extends to the entire community. Trust advocates focus on building strong relationships and an environment where everyone feels heard and supported, aligning with the pillars.

Resilience & Adaptability: This competency encourages viewing challenges as opportunities for growth, acknowledging that the veterinary industry, while rewarding, can also be emotionally andmentally taxing. To be resilient, we must practice self-compassion and extend that compassion to others. This means recognizing when we need assistance and not hesitating to ask for help when it's needed. Resilient individuals offer creative solutions, maintain a positive outlook, and actively support fellow team members, mirroring the spirit of innovation and community engagement outlined in the pillars.

Hiring Qualifications

Special Working Conditions and Physical Requirements

• Team Member should expect to spend nearly all of their workdays standing, sitting, and typing at a computer.
• They should have a physical strength and the ability to safely lift objects weighing up to 50 pounds without assistance.
• Able to assist in lifting patients weighing more than 50 pounds.
• Must possess sufficient strength and assertiveness to effectively restrain patients and ensure the safety of clients and personnel.
• Ability to be confident around pets (ex: dogs, cats, birds, reptiles, etc.)
• The noise level in the work environment is moderately high.
• Ability to carry out instructions furnished in written, oral or diagram form and to solve problems involving several variables.
• Requires ambulatory skills sufficient to perform duties while at hospital.
• Ability to stand, walk, stoop, kneel, crouch, and climb as well as manipulate (lift, carry, move) up to 50 pounds.
• Requires good hand-eye coordination, arm-hand-finger dexterity with the ability to reach and grasp, and visual acuity to use a keyboard, operate equipment and read information.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• Staff is routinely exposed to pets that may bite or scratch, and on occasion, exposed to anesthesia, radiation, biological hazards, and medication/ controlled substances.

Experience, Education and/ or Training

• College degree preferred
• CVPM preferred.
• Experience in a medical care facility is a plus.
• Must have a minimum of 3 years of experience in operations management, with profit and loss and HR responsibility.