Clinic Manager - Temporary Full Time

21 Month Term Position to March 2027

Sunday to Thursday I 37.5  hours per week 

Reporting to the Director of Animal Heath, the Clinic Manager is responsible for providing support and guidance to the Calgary Humane Society Animal Health team and overseeing the daily operations of the veterinary clinic. This position requires a resilient individual with strong organizational skills, able to manage multiple priorities effectively in a fast paced environment.   

Duties:               

  General: 

• Work to promote organizational values in order to achieve the overall mission and vision of the organization. 

• Acts as an ambassador for the Society both internally and with external partners and stakeholders. 

• Support the leadership team in providing guidance and support to other employees and volunteers in area of expertise in a positive and motivational manner. 

Leadership: 

• Work with the Director of Animal Health and the lead RVT to recruit, develop, mentor, coach, and provide ongoing, regular feedback to direct reports and departmental volunteers.  

• Support in the development, implementation, and monitoring of training for team members and Animal Health department volunteers including hands on training and job shadowing of other departments. 

• Ensure consistent messaging and proactive communication amongst all team members through regularly scheduled team meetings and one-on-one meetings.   

• Assist in building organizational capacity through the development of high-impact, meaningful volunteer opportunities for members of the community.  

• Promote teamwork and comradery by taking the initiative to assist teams outside of designated department when and where help is needed. 

• Set a positive example for other members of the organization by maintaining a positive attitude, actively managing emotional situations in a respectful, compassionate, and professional manner, and by providing exemplary internal and external customer service. 

• In collaboration with fellow Managers and members of the Senior Leadership team, demonstrate a culture where staff, volunteers, and foster parents feel supported, encouraged, valued, and safe to innovate, learn, and share suggestions, ideas, and concerns. 

• Act in the absence of the Director of Animal Health to provide leadership to the Animal Health team, as well as other operational departments.    

Operational: 

• Develop and manage Veterinarian, RVT, and AHA schedules. Ensure adequate coverage exists during operational hours, managing absences and periods of heavier workload to manage animal flow efficiently. 

• Oversee the daily operations of the veterinary clinic, including scheduling and flow as well as overseeing Animal Health Assistants. 

• Receive and give direction and feedback to a diverse team to support efficient animal flow through the shelter.  

• Act as the liaison between the Animal Health team and the Community Clinic Coordinator. 

• Represent the Animal Health Team at the Operations meeting in the absence of the Director of Animal Health 

• Support the Director of Animal Health and lead RVT in the development of procedural manuals and standardized operating procedures to be used as reference material for the Animal Health team. 

• Review invoicing submitted by external clinics to ensure adequacy of records and process are aligned with CHS guidelines established for clinical charges.  

• Support the management team in the creation of annual operating and capital budgets.  

• Support the hiring and orientation process ensuring new team members are adequately trained and provided the resources to be effective in their role. 

• Complete bi-weekly time sheets in Payworks and manage employee time away requests. 

• Meet with medical representatives and related vendors to determine clinic efficiency and cost effectiveness. 

• Administrative duties including entry of surgery notes, preparation of spay/neuter certificates, and filing. 

• At the direction of veterinarians, arrange for referrals and/or specialty clinic appointments, including communicating appointment details to foster parents and arranging transportation to and from the appointment. 

• Coordinate weekly inventory orders for the veterinary clinic, ensuring timely restocking of essential medical and office supplies. 

• Collaborate with the Community Services Coordinator to manage and maintain prescription food inventory. 

• Monitor and track uniform allowance usage for the Animal Health team, ensuring compliance with organizational budget. 

• Draft and prepare annual locum agreements for veterinarians and registered veterinary technicians (RVTs), in alignment with HR and legal standards. 

• Review and assess Calgary Animal Services medical records for animals being transferred into the organization’s care. 
• Conduct Animal Health presentations during staff orientation to educate new employees on Animal Health protocols and procedures. 
• Other duties as assigned.

Position Requirements:

·      Minimum high school diploma.

·      Enrollment in, or completion of, Veterinary Office Assistant (VOA), Veterinary Medical Reception (VMR), Veterinary Technical Assistant (VTA), or Veterinary studies a definite asset.

·      Minimum two years’ experience working in a veterinary clinic.

·      Previous experience supervising and leading a team required.  

·      Flexibility to work occasional overtime on short notice and outside of regularly scheduled hours including some evenings and weekends for events, committee meetings, and other Society business.

·      Exceptional verbal and written communication skills.

·      Strong interpersonal skills and the ability to deal with a diverse range of people.

·      Flexible and non-judgmental approach to people and work; balancing empathy with an understanding of their needs along with the needs of the organization.

·      Ability coach, mentor, and motivate a large team.

·      Ability to deal with information in a confidential manner and respond with sensitivity to the opinions of others.

·      Demonstrated resiliency and ability to maintain professionalism in stressful, sometimes emotional, situations.

·      Exceptional organizational skills and the ability to manage a wide range of tasks while balancing demanding priorities and frequent disruptions.

·      Strong administration skills and ability to effectively maintain and keep up to date records as well as produce clear written reports (a written competency assessment may be included as part of the interview process).

·      Successful candidate will be required to provide a criminal record check at their own expense to be arranged by CHS.

Physical Requirements:

·      Must be physically capable of lifting/carrying/restraining a minimum of 60lbs.

·      Frequent walking, crouching, squatting, kneeling, and sitting.

·      Comfortable working with, and physically capable of handling a variety of species including but not limited to; cats, dogs, rabbits, birds, rodents, and reptiles

·      Occasional lifting, carrying, and standing, pushing, pulling, rotating, and climbing.

·      (Occasional: 6-33% of shift, Frequent: 34-67% of shift, Constant: 67-100% of shift)

Annual Salary:

Commensurate with education and experience.

Benefits & Perks:

·           100% employer paid health and dental benefits for employees and their dependents

·           Wellness Spending Account

·           Vision coverage

·           Paid vacation, sick time, wellness days, and paid day off on your birthday

·           Matching RSP

·           Professional development opportunities

·           Discounts on CHS products and services, including adoption fees

·           Access to Employee and Family Assistance Program

·           Access to reduced rate counseling services

·           A commitment to accessibility and accommodations for different needs

Closing date: Posting will remain open until a suitable candidate is found

We thank all applicants for their interest however only those selected for an interview will be contacted.  No phone calls please.

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