Office Manager - Animal Shelter Clinic

Location: SPCA Cincinnati
Reports To: VP of Medical Services
Employment Type: Full-Time

Position Summary

The Office Manager is responsible for overseeing the daily administrative operations of the animal shelter's medical clinic that serves shelter animals only while providing veterinary assistant support during periods of lower administrative demand. The ideal candidate is highly organized, compassionate, adaptable, and comfortable working in a fast-paced animal welfare environment.  Background basic veterinary knowledge is required. The shelter has separate HR, Accounting, and Operations departments.

Key Responsibilities

Office Management & Administrative Duties

• Manage staffing, hiring, employee scheduling, and payroll


• Ordering/inventory of medical supplies


• Entering medical records & reviewing medical histories


• Equipment maintenance


• Answer phones, respond to emails, and assist visitors.


• Maintain regulatory compliance for OSHA, Radiology, DEA, Pharmacy board, Licensing board, etc.


• Maintain compliance with clinic policies, recordkeeping requirements, and shelter procedures.


• Assist with budgeting, reporting, and administrative projects as needed.


• Coordinate communication between veterinarians, shelter staff, foster department, shelter staff, volunteers, and external partners.

Veterinary Assistant Duties

During periods when administrative responsibilities are complete or clinic needs require additional support, based on background/skill level, the Office Manager may assist veterinary staff with:

• Assisting veterinarians and veterinary technicians during appointments and treatments.


• Cleaning, disinfecting, and maintaining clinic equipment and workspaces.


• Preparing surgical packs and supplies.


• Administering medications and treatments as allowed by training, experience, and state regulations.


• Maintaining medical inventory and stocking treatment areas.


• Discussing medications/illness with adopters and fosters.


• Animal handling and restraint during examinations and procedures (based on physical abilities & experience level).


• Monitoring animals before and after procedures as directed.

Qualifications

• High school diploma or equivalent.


• Minimum of 2 years of experience in veterinary clinic or animal welfare organization,


• Knowledge of basic veterinary medical terminology.


• Strong organizational, communication, and interpersonal skills.


• Proficiency with computer systems, scheduling software, Google Drive, and Microsoft Office.


• Ability to multitask, manage time well, and prioritize in a busy environment.


• Comfortable working with animals of varying sizes, breeds, and temperaments.

Preferred

• Experience in office management


• Experience with veterinary practice management software.

Knowledge, Skills, and Abilities

• Compassion for animals and commitment to shelter medicine principles.


• Strong attention to detail and accuracy.


• Ability to maintain confidentiality and professionalism.


• Excellent problem-solving and conflict-resolution skills.


• Ability to work independently and collaboratively within a team.


• Flexibility to transition between administrative and clinical support responsibilities as needed.

Working Conditions

• Exposure to animals, animal-related odors, noise, and allergens.


• May involve handling frightened, injured, or medically compromised animals.


• Frequent standing, walking, bending, and lifting.

Mission Focus

This position plays a vital role in supporting both the administrative efficiency and medical success of the shelter clinic. By combining office management expertise with hands-on veterinary support, the Office Manager helps ensure high-quality care for shelter animals and excellent service for staff, adopters, and the community.

Benefits: Health Insurance, PTO, Retirement Plan, Employee Assistance Program.