Veterinary Practice Manager

The Veterinary Practice Manager is responsible for overseeing business activities and the daily operation of the MRFRS Catmobile program (two mobile spay/neuter vehicles). This includes ensuring compliance with applicable regulations; hiring and training program staff; working with the Executive Director to prepare annual budgets; reviewing monthly performance and financials; maintaining inventory and an inventory control system; managing the program software; and implementing safety and security procedures. This is a manager position with the additional responsibility of ensuring a positive work environment in which MRFRS achieves its goals and meets the needs of MRFRS clients.

Role and Responsibilities

Team Management (35%):

• Hires and manages Catmobile program staff. Responsible for managing relief coverage for staff members’ absences for sickness, PTO, or other leaves.
• Schedules and coordinates regular performance reviews while giving continual performance feedback to all team members. In coordination with the Board and Executive Director, sets and periodically reviews salaries.
• Provides/oversees internal training for all team members and assists all team members in planning for continuing education; establishes and maintains an internal library of publications/material for team education.
• Oversee the monthly Feral TNR Clinic that MRFRS runs in partnership with MSPCA/Methuen. The clinics are staffed by volunteer veterinarians, technicians and assistants and oversight includes annual planning and monthly financial reporting.
• Resolves team issues, provides guidance for team members, develops, and utilizes a formalized system of verbal and written/coaching guidance for team members.
• Responsible for updating Catmobile program SOP’s and written job descriptions.

Facilities & Operations (30%):

• Works with vet teams for scheduling of Catmobile appointments and surgeries to ensure the organization achieves budget goals (# of cats/day; mix of spays vs neuters).
• Develops and maintains a schedule for vehicle and equipment maintenance; contracts for and supervises all maintenance activities in consultation with management team to ensure practice medical standards are maintained.
• Works with the Veterinary Technicians to establish an inventory control system to assure adequate stocks of supplies are available; plans for periodic audits.
• Oversee the volunteer run monthly Feral TNR Clinic (i.e., purchasing of supplies; invoicing; annual schedule)
• Orders and supervises storage of non-medical supplies.

Financial Reporting (20%):

• Monthly financial reporting reconciliation with bookkeeper to ensure accuracy between ClinicHQ and QBO.
• Supervises usage of ClinicHQ software to ensure client/patient records are entered consistently and correctly and to ensure that subsidies and grants available to help financially challenged clients are effectively used and tracked.
• Annually work with Executive Director to set goals for program performance based on historical data, industry standards, and corporate mission.

Client Relations (15%):

• Promotes a client and patient centered program and facilitates processes that meet that need.
• Facilitates resolution of client challenges that veterinarians, or other staff members cannot resolve.
• Resolves financial challenges with clients.

Position Type/Expected Hours of Work

This is a full-time salaried position. Requires a minimum of 40 hours/week. The position may periodically require weekend and/or evening work.

Supervisor Responsibility

This position's direct reports include Veterinarians, Veterinary Technicians, and Veterinary Assistants, and volunteers.

Competencies

• High energy and passion for MRFRS’ mission is essential.
• Excellent communication skills with both team and clients, display tact and diplomacy.
• Ability to recognize that teamwork is essential for the program to meet its goals successfully and safely; ability to work as a team member as well as a manager when necessary.
• Working knowledge of and interest in the business aspect of a veterinary practice/clinic.
  Promotes continuous quality improvement.
• Demonstrated ability in handling multiple priorities and meeting deadlines.
• Model accountability, adaptability, collaboration, and respect which are attributes that are valued as part of MRFRS’ culture.
• Must have a patient, calm, and professional demeanor.

Qualifications and Education Requirements

• Bachelors’ degree required.
• Certified Veterinary Services or Practice Manager designation is desired but not required.
• Minimum of 3 years work experience as a veterinary practice manager or similar managerial experience in animal welfare is required.
• Work exposure to all aspects of a business enterprise, with demonstrated competence in team management, facilities management, and financial reporting.
• Strong proficiency with computers; general software such as Microsoft Word and Google; and clinic management software (i.e., ClinicHQ)
• Valid driver’s license to be able to drive the Catmobile is required
• Fluency in Spanish is a plus.

Workplace Environment

• Environmental Conditions: The majority of this work is performed in an office environment, working with others on the phone and conducting daily business, utilizing computer software and a phone. On site at the CM, inside: cramped, sometimes loud environment with potential exposure to zoonotic disease. Outside the mobile unit exposed to all weather conditions and interaction with the public.
• This position will be required to perform duties inside and outside of a mobile spay/neuter unit in physically tight conditions on the vehicle, and in all weather conditions outside the vehicle. Interaction with CM staff, the public and clients. Interaction with cats, some of which may be fractious, carry parasites, and/or zoonotic disease. The use of veterinary medical equipment and electronics such as cell phones and computers.
• Noise: Conditions on the vehicle can be loud during operations.

Manual Duties/Physical Requirements

• Occasional lifting/carrying up to 30lbs regularly, 60lbs occasionally, constant motor control, occasional pushing up to 15lbs, occasional pulling up to 15lbs, occasional bending, occasional squatting, occasional kneeling, occasional reaching, constant standing, frequent walking, frequent fine motor control, frequent repetitive motion, constant finger dexterity, constant grasping/holding, constant hand/eye coordination. Ability to climb stairs and work outdoors in inclement weather.

Mental Requirements

Understand and apply routine verbal and/or written instructions, understand and apply non-routine verbal and/or written instructions, understand complex problems and collaborate to explore alternative solutions, organize actions to complete sequential and/or routine tasks, organize and prioritize individual work schedule to manage multiple clients, tasks, and/or projects, organize and prioritize the work schedules of others to manage multiple clients, tasks and/or projects, make decisions that have an impact on the individual’s work, make decisions that have an impact on the immediate work unit’s operations and/or services, make decisions that have significant impact on a department’s credibility, operations, and/or services, make decisions that have an impact on the health and wellbeing of clients, communicate and exchange routine/basic information.

Work Authorization/Security Clearance

Must pass a background check performed on all employees at time of employment and periodically during employment.

AAP/EEO Statement

Merrimack River Feline Rescue Society is an equal opportunity employer. No applicant for employment or employee of MRFRS is denied equal opportunity because of race, color, religion, sex, gender identity, sexual orientation, pregnancy, status as a parent, marital status, national origin, age, disability (physical or mental), family medical history or genetic information, political affiliation, military service or other legally protected status in its employment pursuant to state and federal laws.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities will change from time to time to meet the needs of the department, our company and our customers. Employees are expected to perform duties as assigned, even if they fall outside this job description.

Pay: $55,000.00 per year

We offer:

• Competitive pay
• Qualifies for the Public Service Loan Forgiveness Program as a non-profit organization.  https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service 
• Paid time off / sick time
• Career development opportunities
• Health Insurance
• Ability to help shape the future of our veterinary services programs and the knowledge that at the end of each day, you have helped the most vulnerable and in need cats and caretakers out there

If you are interested in one of these roles, please read the detailed job descriptions below and apply by sending your resume to hr@mrfrs.org.