Office Administrative Assistant

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.



Client Services:

  • 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.

General Cleaning:

  • 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.



Interpersonal skills:

  • 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.

Professional Skills:

  • 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.

Physical Abilities:

  • 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.

Emotional/Mental Abilities:

  • 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