Veterinary Department Coordinator

The Veterinary Department Coordinator is a key position in the Veterinary Hospital, under the supervision of the Manager of Veterinary Programs. The Veterinary Department Coordinator oversees aspects of hospital operations, including patient care schedules, medical record system, inventory maintenance, budget tracking, and medical equipment servicing. The Veterinary Department Coordinator assists the Manager of Veterinary Programs and Veterinarians with National Aviary education and conservation programs, including organizing aspects of the veterinary internships, philanthropic projects, and wildlife conservation projects. The Veterinary Department Coordinator is part of the veterinary team, and receives specialized training in aspects of avian healthcare, and has opportunities to lend support and assist with patient care.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Supports the National Aviary’s mission to inspire respect for nature through an appreciation of birds.
• Follows and implements National Aviary protocols and programs. May participate in committees and events to maximize the growth and success of the National Aviary. Serves as a Responsible Party.
• Supports the National Aviary’s goals of providing high quality visitor experiences, educational programs, and conservation messaging. Initiates visitor engagement opportunities, and interacts with visitors utilizing the National Aviary Visitor Engagement protocol. Assists with preparations for hospital tours for donor relations. 
• Serves as a representative of the National Aviary, and fosters inter-departmental projects, team-building, and communication.
• Daily responsibilities as department coordinator include organizing and implementing hospital operations of schedules, projects, and programs to maintain quality veterinary services and aviary projects. Duties include coordinating healthcare schedules and appointments, medical records, hospital orders and inventory, and assistance with aviary programs such as education and conservation projects. 
• Coordinates hospital scheduling, including preparing daily patient care and procedure schedules,  examinations, rechecks, admissions, discharges, tests, and treatments.
• Coordinates preventative medicine program, including preparing and updating animal exam, test, & treatment calendars; scheduling appointments for preventative flock healthcare, including penguin preventative care calendar, animal ambassador preventative care calendar, nebulization calendar, parasite prevention treatments, and vaccinations.
• Assists Manager of Veterinary Programs and Veterinarians with the animal transfer process of moving animals to other facilities in accordance with National Aviary, AZA, USDA, State Dept of Agriculture protocols and regulations. Coordinates, prepares, and follows up with pre-shipment calendars, scheduling animal exams, processing test results, communications with zoos & state regulatory organizations, and health certificate preparations. Prepares updates, and participates in veterinary meetings to oversee aspects of animal transfers. 
• Assists Manager of Veterinary Programs and Veterinarians with the animal transfer process of receiving new animals to the National Aviary, including communications with other zoos for pre-shipment test recommendations, assimilating new medical records, and test result updates. Assists with planning process for new animal quarantine care, treatments, discharges, and interdepartmental updates.
• Coordinates medical record system of hard copy files and ZIMS data system, including utilization of medical forms, assimilation, and processing information. Maintains accurate and organized medical records and assists veterinarians with record preparation.
• Maintains hospital resources and references, including organizing and updating laboratory test requirement binder, test pending log, necropsy log, sample bank log, and radiology log. 
• Coordinates medical equipment maintenance for anesthesia, oxygen, x-ray, surgery, autoclave, microscope, and lab equipment. Organizes annual service schedule and certification appointments, renewal of radiology badges, sharps & biohazard disposal.
• Coordinates hospital service or repair projects by working closely with the National Aviary Building & Grounds Department.
• Supervises purchase and inventory system, including medical supply orders, invoices, and stocking to maintain efficient hospital function. Assists with orders for hospital areas including pharmacy, lab, necropsy, surgery, treatment rooms, and patient wards. Works closely with the Manager of Veterinary Programs and Veterinarians to track expenses, prepare monthly budget assessments, and maintain a cost-effective inventory. Assists with research of new products and services to compare costs and utilize the budget efficiently.
• Assists during veterinary care procedures as a member of the veterinary team along with veterinarians, veterinary manager, veterinary technicians, and veterinary care assistants. Has opportunities to serve a role in preparing and implementing patient care, exams, tests, procedures, and treatments. Participates in continual training to acquire knowledge and skills in avian medicine and patient care customized for birds. 
• Follows protocols for human and animal safety, including protocols for handling animals, sanitation, and maintaining biosecurity in a veterinary hospital.
• Maintains a strong understanding of the principles that underlie animal welfare in the zoological field, supports the National Aviary’s Animal Welfare Program, and implements Animal Welfare protocols and projects.
• Assists the Manager of Veterinary Programs and Veterinarians with coordinating animal wellness practices and protocols. Coordinates the completion and submission of animal welfare documents and assessments, prepares schedules and calendars.
• Lends project support to the Senior Director of Zoologic Advancement and Avian Medicine’s philanthropic projects by helping coordinate donor tours and events. Assists with maintaining healthcare statistics and photographic files of preventative treatments, neonatal care, geriatric and special needs care, reproductive healthcare, which are key components of grant reports and philanthropic projects.
• Coordinates projects associated with AZA, such as annual surveys and accreditation documents, and inspection preparations.
• Supports and assists the Manager of Veterinary Programs with educational programs, including aspects of coordinating schedules and documents for veterinary intern applicants, interviews, and training materials.
• Supports National Aviary wildlife conservation programs, such as assisting with medical supply donation preparations, itinerary planning, and hosting visiting veterinarians.

OTHER DUTIES:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

SUPERVISORY RESPONSIBILITIES:

• The Veterinary Department Coordinator has supervisory responsibilities within the hospital overseeing aspects of animal care, veterinary care, budgetary utilization, and hospital operations.

SKILLS AND QUALIFICATIONS:

• Knowledge and experience in veterinary hospital operations of patient admissions, patient care schedules, maintaining medical equipment & supplies, and supervising inventory.
• Medical record-keeping skills and experience.
• Familiarity with ZIMS database preferred.
• Has a familiarity and understanding of standard zoo practices including preventative medicine plans, animal transfer processes & quarantine, animal ambassador programs, and animal welfare practices.
• Experience in zoos preferred.
• Knowledge and experience in animal husbandry and veterinary medical care.
• Experience in wildlife centers, veterinary hospitals, and/ or zoos preferred.
• Strong organizational skills, initiative, and problem-solving skills.  
• Strong oral, written, and interpersonal communications skills.
• Practices positive, professional communication. Values and edifies teamwork, participates in team projects and activities.
• Ability to organize and complete projects in a timely manner, using initiative and proper professional judgment; ability to work independently and as a team.
• Competency in project planning, status updates, reports, and implementing follow-up plans.
• Proficiency in word processing (e.g. Microsoft Word, Microsoft Excel) and presentation software (e.g. PowerPoint).  

EDUCATION AND/OR EXPERIENCE:

• Minimum of 2 years of experience in a domestic animal, zoological, or wildlife veterinary hospital and/or in hospital operations, administration, or veterinary services.
• Associate or Bachelor degree preferred.

OTHER REQUIREMENTS:

• Satisfactory Pennsylvania State Police Criminal Record Check and Child Abuse History Certification
• Satisfactory FBI Criminal Record Check

PHYSICAL DEMANDS:

• While performing the duties of this job, the employee must possess the manual dexterity required to perform the job duties.
• The employee may be required to stand for long periods of time.
• The employee may be required to sit for long periods of time.
• The employee may be required to position self in habitats or rooms, including under, over, and around obstacles.
• The employee occasionally ascends and descends ladders.
• The employee may be required to carry and transport supplies up to 50 pounds.
• The employee may be required to uses utensils and tools including sharps, knives, scissors, and hoses.
• The employee occasionally operates hand and power equipment.

WORK ENVIRONMENT:

• Work environments will include chilled or humid environments, public areas where the noise level may be loud, outdoors where work may need to be done in inclement weather conditions, including extremes of temperature and precipitation, and climate-controlled office spaces. The employee may be  exposed to various disinfecting agents and common allergens such as latex, nuts, and seafood.
• The employee may be exposed to hospital biohazards such as sharps, x-ray, anesthetic gas, oxygen tanks, chemicals, and infectious agents.  

POSITION TYPE/ EXPECTED HOURS OF WORK:

• This is a full-time position. 
• The candidate must be able to work on weekdays, weekends, and holidays and occasionally in the evening as job duties demand.

Experience Required

• Knowledge and experience in veterinary hospital operations of patient admissions, patient care schedules, maintaining medical equipment & supplies, and supervising inventory.
• Medical record-keeping skills and experience.
• Familiarity with ZIMS database preferred.
• Has a familiarity and understanding of standard zoo practices including preventative medicine plans, animal transfer processes & quarantine, animal ambassador programs, and animal welfare practices.
• Experience in zoos preferred.
• Knowledge and experience in animal husbandry and veterinary medical care. Experience in wildlife centers, veterinary hospitals, and/ or zoos preferred. Strong organizational skills, initiative, and problem-solving skills.   
• Strong oral, written, and interpersonal communications skills.
• Practices positive, professional communication. Values and edifies teamwork, participates in team projects and activities.
• Ability to organize and complete projects in a timely manner, using initiative and proper professional judgment; ability to work independently and as a team.
• Competency in project planning, status updates, reports, and implementing follow-up plans.
• Proficiency in word processing (e.g. Microsoft Word, Microsoft Excel) and presentation software (e.g. PowerPoint). 

 EDUCATION AND/OR EXPERIENCE:

• Minimum of 2 years of experience in a domestic animal, zoological, or wildlife veterinary hospital and/or in hospital operations, administration, or veterinary services. Associate or Bachelor degree preferred.