Job Description & Responsibilities
JOB TITLE: Office/Administrative Assistant
Job Relationships: Reports to: Executive Director
Assists Office Manager, Program Director, and Development Director
Job Summary: Primarily responsible for providing clients with top-notch customer service and assisting the Leadership Team with assigned tasks, projects, and events.
- Ensure that all interactions are positive.
- Schedule appointments with clients in-person or over the phone.
- Enter client and patient data into ClinicHQ software.
- Collect fees for services performed.
- Check-in and check-out of patients.
- File medical records.
- Retrieve phone messages and return calls as needed.
- Phone clients to remind them of their appointments.
- Inform clients of IHA’s procedures and protocols.
- Sweep, vacuum rugs, and mop lobby area.
- Clean lobby area and stock merchandise shelving as needed.
- Disinfect lobby and public use areas.
- Always maintain a clean and safe work environment.
- Unconditional Regard: Ability to keep interactions with clients, partners, supporters, and staff professional and positive at all times. Able to defer judgment of others, creating a safe, empowering, and successful relationship.
- Positive Attitude: Ability to communicate clearly and work as a team in a positive manner, even when stressed.
- Time Management: Ability to work well in a fast-paced environment, maintain stamina, and prioritize multiple tasks appropriately.
- Confidentiality: Able to keep all information regarding our patients, clients, organizational partners, and supporters confidential.
- Mission-oriented: Support and advocate for our mission, understanding the urgency for our need act and knowing it is vital to our success.
- Experience with multi-line business phone systems.
- Familiarity with email, on-line software, and internet search engines.
- Excellent writing skills.
- Basic skills using Microsoft.
- Familiarity with social media. Responsible for posting on social media sites.
- Must be able to learn basic veterinary medical concepts including vaccine protocols, higher-risk patient guidelines, anesthetic risk factors, and surgery recovery process.
- Comfortable with dogs, cats, and other small animals.
- Ability to interpret animal’s body language and react accordingly.
- Familiar with and understanding of feral/fractious cat behavior.
- Communicate to clients in a professional manner and relay medical information.
- Must be able to work standing or sitting for 8 or more hours.
- Must be able to lift 50 pounds with assistance.
- Must be able to kneel, bend, and climb a ladder.
- Must have the stamina to work quickly for 8 or more hours.
- Must be able to work in temperature extremes.
- Must be able to work efficiently and effectively in a quick-paced environment.
- Must be able to respond quickly and remain calm in an emergency.
- Must be able to access a situation, recognize the need for assistance and ask for help.
- Must be understanding of a patient’s behavior during recovery.
- Must demonstrate compassion and empathy.
- Must be accepting of a patient’s death either due to surgical complications or euthanasia.
Assisting Leadership Team may include:
- Transport team assistance
- Humane trapping of community cats
- Outreach events and door to door canvassing
- Vaccine clinics
- Assisting with fundraising events