Medical Program Supervisor – Full-Time

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Department:              Medical

Reports to:                 Assistant Director of Medical Operations (ADMO)

Status:                        Non-exempt, full-time

Revised:                      July 2021

Pay Range:                $15.90-$19.15 (No CVT License) $17.85-$24.10 (With CVT License)

Hiring appointments are made at the start of the range. Multilingual employees of WHS receive a pay differential. All qualified and interested individuals including BIPOC, disabled, LGBTQ+, Veterans, 50+ applicants are encouraged to apply.

PURPOSE OF THE POSITION

The Medical Program Supervisor (MPS) is a CVT or experienced Veterinary Assistant (VA) who provides daily supervision and support for select medical staff members, including fellow Veterinary Assistants, and the Medical Care Coordinator, in addition to continuing to serve as a Certified Veterinary Technician or Veterinary Assistant in a limited capacity. This position’s primary duties include the training, support, supervision and monitoring of medical staff.

The MPS oversees the daily care of all surgical patients and shelter animals, ensuring Veterinarians are provided with needed assistance with anesthetic, surgical and other procedures, and that the overall and individual health needs of shelter animals are being met. The MPS is responsible for ensuring their team assesses the ongoing health of each animal in care and maintains accurate records of vaccination, diagnosis, treatment and follow-up care. The MPS also oversees the medical processing of animals being received by Willamette Humane Society (WHS).

The MPS represents WHS professionally and courteously while consistently exemplifying, mentoring, and reinforcingWHS values and mission-driven culture of service.

DUTIES AND RESPONSIBILITIES

The MPS shall perform job duties in a positive, helpful manner, providing exceptional customer service and assisting the public in all aspects of WHS’ medical programs. The MPS shares information and represents WHS with activities and behaviors designed to improve our reputation in the community and to enhance the public’s knowledge of animal welfare as well as the WHS mission and programs. The MPS must demonstrate, mentor and reinforce WHS values and culture. Specific duties and responsibilities of this role include, but are not limited to:

Medical Team Leadership:

  • Directly supervise the Medical Care Coordinator and all WHS Vet Assistants, providing support, motivation, training, recognition, performance evaluation and disciplinary action as needed. Ensure team members adhere to WHS Standards, Culture Agreement, procedures and performance expectations.
  • Mentor direct reports and as needed, WHS staff and volunteers, acting as a subject matter expert and sharing technical expertise in a proactive and constructive manner.
  • In conjunction with the Veterinarians, Assistant Director of Medical Operations (ADMO), and Operations Director, identify personnel needs, make recommendations for staffing, and aid in the recruitment, selection, and orientation and training of new staff.
  • Work with the Veterinarians and ADMO to design the weekly work schedule for direct reports.
  • Monitor timecards, PTO and other administrative needs related to direct reports.
  • Ensure a safe, efficient, positive and mission-driven work environment while complying with applicable WHS policies and governing regulations.
  • Assist in the creation and updating of medical SOPs, policies and protocols in conjunction with the Veterinarians and ADMO.
  • Remain knowledgeable of current information, news, best practices, etc. related to animal shelter medicine and high-volume spay/neuter.
  • Seek continuing education regarding safe and effective surgical and anesthetic protocols as well as detection, prevention, and handling of infectious and zoonotic diseases.
  • Work with the ADMO and the Assistant Operations Director (AOD) to lead in the development and training of the medical staff and other WHS departments to maintain the efficient flow of animals through the shelter and to support continuity of care.
  • Work with the ADMO to oversee the medical processing of animals being received by WHS and enforce this is done according to appropriate SOPs and all information is being recorded into Petpoint properly in a timely way.
  • Work closely with AOD to develop, implement, support and enforce a system of fast-tracking processed animals towards their most suitable outcome by ensuring complete documentation and accurate Petpoint staging.
  • Attend monthly Leadership Team Meetings as needed.

Client Services:

  • Communicate in all circumstances in a clear, understandable, professional, and respectful manner.
  • Demonstrated ability or strong interest to work and interact effectively with diverse audiences, including those with differing histories and experiences.
  • Act as a liaison between the Veterinarians and the public, WHS staff, and volunteers
  • Accurately convey medical history and the Veterinarian’s findings to customers.
  • Provide quality customer service to clients, volunteers, and staff while actively promoting WHS mission, values, services, programs, and events.
  • Operate and maintain medical equipment such as blood work machines, microscope, centrifuge and other diagnostic equipment. Maintain drug logs in accordance with state and federal laws if certified to do so.
  • Actively promote spaying, neutering and educating clients on responsible animal ownership.
  • Perform all Veterinary Receptionist duties and act as backup receptionist as needed.

Duties Specific to VA or CVT Role:

While most of this position’s time is devoted to training and supporting other Vet Assistants and the Medical Care Coordinator to provide direct animal care, the MPS is a CVT or VA as well and must maintain their skills in this regard.

Patient Care:

  • In emergencies, determine the need to send animals for emergency offsite care in the absence of a WHS Veterinarian. Respond and perform life saving techniques in emergencies as needed and trained.
  • Assist with animal processing as needed.
  • Work with CVTs to monitor medical supply inventory levels.
  • Create and maintain patient records by accurately recording treatments, examinations, test results, and other animal information into Petpoint.
  • Ensure animal treatment plans are communicated to appropriate staff and properly implemented.
  • Under the direction of the Veterinarians, prepare medical disclosures for adoptable animals.
  • Perform daily rounds of sick and injured animals with the Medical Care Coordinator (MCC), make appropriate notes on progress, and schedule vet checks on animals of concern.
  • Perform routine lab procedures and tests, collect urine, draw blood, place catheters, run diagnostic tests, collect and process fecal and urine samples, perform skin scrapings, etc. Utilize a microscope to interpret results and communicate results to the veterinarian.
  • Support WHS Veterinarians to ensure top-quality medical care and maximize productivity.
  • Ensure the safety of animals, employees, and volunteers by utilizing safe restraint techniques, following SOPs and maintaining clean, sterile, and organized treatment, exam, and lab areas.
  • Ensure that animals with infectious diseases are handled safely and according to infectious disease protocols.
  • Perform all CVT (if certified), Veterinary Assistant, and MCC, duties and act as back up as needed.
  • Participate in the foster emergency phone rotation.
  • Attend weekly meetings regarding animals in our care as needed.
  • Become a Certified Euthanasia Technician within 90 days of hire.

Perform other duties as assigned by ADMO.

SUPERVISORY RESPONSIBILITIES

Directly supervises Medical Care Coordinator and all Veterinary Assistants.

CONTROLS OVER WORK

The MPS works under the direct supervision of the Assistant Director of Medical Operations and under the daily operational direction of the WHS Veterinarians.

CONTACTS WITH OTHERS

The MPS will have regular, ongoing contact with other shelter employees and volunteers from all departments, members of the public, vendors, and members of the veterinary community. Some interactions may be difficult due to the nature of customers’ needs. Contact and communication is carried out through face to face, telephone, and electronic interactions. Communication must be clear, understandable, professional, and respectful in all circumstances.

WORKING CONDITIONS

  • The work requires a positive attitude, tolerance to stress, and the ability to maintain composure and friendly demeanor while dealing with stressful situations.
  • Work takes place both indoors and outdoors.
  • Will have regular contact with animals with varying degrees of domesticity and physical condition, including dangerous and deceased animals.
  • Will work directly with animal wastes, potentially harmful cleaners and disinfectants, high noise, and potentially hazardous conditions, including the risk of animal bites and zoonotic diseases.
  • May be exposed to heights, such as step stools or ladders.
  • Must employ basic safety standards at all times. Will have access to, and be required to use, protective equipment such as boots, gloves, protective eye and ear wear, etc.
  • Evening, weekend, and holiday work may be required.

PHYSICAL DEMANDS

  • Frequently required to stand, walk, sit, and reach.
  • Must be able to lift 40 pounds.
  • Must be able to lift 20 pounds repetitively.
  • Work performed requires lifting, bending, stooping, twisting, pushing, and other strenuous activities for extended periods of time.
  • The position requires regular use of a computer, telephones, and other standard office equipment.
  • Work is often done in a time sensitive and demanding environment.
  • May be required to take a physical examination paid for by WHS prior to the start of work activities.

KNOWLEDGE, SKILLS, AND ABILITIES

  • Considerable knowledge of cat and dog health and behavior and the ability to demonstrate safe procedures for animal handling.
  • Excellent communication skills and able to work with diverse individuals in a manner that is positive and educational.
  • Able to assess situations rapidly, accurately, and calmly and take appropriate actions as necessary.
  • Strong organizational skills, attention to detail, accuracy, follow-up, time-management and the ability to implement priorities and consistently meet deadlines with steadfast dependability.
  • Ability to use exceptional judgment to provide the best counsel and customer service to both customers and animals, even under stressful conditions.
  • Work with others in a collaborative, solution-oriented manner and share relevant information promptly and accurately.
  • Ability to triage patients as they are received into the care of WHS.
  • Exhibit honesty, discretion, and sound judgment.
  • Possess strong verbal and written communication skills during interpersonal, technical interactions.
  • Ability to handle animals safely and with patience, gentleness, and compassion.
  • Ability to handle multiple tasks in a busy workplace environment.
  • Ability to learn and quickly adapt to changes in programs and procedures.
  • Strong mathematical skills including the ability to add, subtract, multiply, divide, compute rates and ratios, and convert units of measurement.
  • Capable of learning industry databases, e.g., PetPoint and QuickBooks Point of Sale software.
  • Must work in a manner that reflects a safe environment for animals, the public, and other staff.

EDUCATION AND EXPERIENCE

  • If a CVT, maintain current Oregon Veterinary Technician Certification in good standing.
  • Previous experience in an animal shelter or high-volume surgery clinic is preferred.
  • Meet Continuing Education (CE) credits as needed for maintaining certification.

Additional requirements: A demonstrated interest and enthusiasm for animal welfare and WHS mission; be willing to work weekends and evenings as required by the job; and meet the physical requirements of the job.

Note: Under the provisions of the Immigration and Reform Control Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, religion, national origin, marital status, disability or any class protected by law.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. WHS is an “at-will employer”. This is not a contract or an offer of employment. By signing below you are asserting that you are physically able to perform these duties with or without accommodations.