Veterinary Medical Scheduler and Assistant

Washington Humane Society • Full-time • Madison, New Jersey, United States • $18 - $18.50 / year • 14h ago

About the St. Hubert's Animal Welfare Center

For over 80 years, St. Hubert’s Animal Welfare Center has been dedicated to helping animals in need and serving communities across New Jersey. With a people-focused, community-based approach, St. Hubert’s treats every animal as an individual and emphasizes specialized care for both animals and their families. Built on a foundation of rescue and adoption, St. Hubert’s operates extensive community programs, including access to veterinary care, pet food support, training services, and the nation’s leading pet transport initiative, WayStation. As part of the Humane Rescue Alliance, headquartered in Washington, D.C., St. Hubert’s is connected to the largest and most comprehensive animal services provider network in the region, impacting the lives of tens of thousands of animals each year. 

Job Summary:

Under the direction of the Medical Services Manager, assist in the scheduling, medical record entry, drop off and pick up of surgery animals, exams and assist in the provision of medical care for animals in the shelter and foster animals. Responsibilities include, but are not limited to administering medications, triaging incoming animals, performing basic laboratory tests, and assisting in surgical procedures. Provide excellent service to all clients. Works independently to ensure timely, quality medical care for all animals in the shelter.

Duties and Responsibilities:

Under direction of the staff veterinarian and medical leadership develop scheduling parameters to ensure all patients receive timely quality care, accommodate caseloads and ensure client needs are being met
Seek client feedback and address client complaints
Handle client’s medical questions with confidence and elevate questions beyond scope of knowledge to medical assistants or technicians as needed
Explain to clients the necessary follow-up and home care instructions.
Check clinic voicemail and return calls. Work with medical leadership on navigating anything that requires leadership input.
Coordinates care by in-house clinic/veterinarian managing coordination of services and communications with clients including, but not limited to shelter managers, foster homes, caretakers, other agencies, and private owners.
Under the direction of medical leadership, care needed by outside veterinary practices. This includes scheduling, reminder calls prior to the appointment, creating calendar invites for the appointment, receiving post visit medical records and ensuring those are documented in the shelter software in a timely fashion.
Address any personnel, client, patient, or facilities issues as they arise and serve as a “go to” for problem solving.
Understand all vaccination protocols and be able to explain St. Hubert’s protocols to clients.
Assist in the documentation of cruelty cases.Assist veterinarians in surgery as needed
Low stress handling, restraint and triage all animals entering our care.
Medicate orally, SQ and IM as directed by the Medical Services Manager or Veterinarian
Implantation of microchips
Cleaning of medical areas, equipment, kennels, and cages as needed.
Always represent St. Hubert’s in a professional and courteous manner. Provide quality service to the public, volunteers, and employees recognizing their individual contributions to the success of the organization.
Perform other duties and special projects as assigned.
Ensure all records are thorough, accurate and updated in a timely fashion
- For in-house services
- For outside vet services

Qualifications and Requirements:

Excellent written and verbal communication skills.
Excellent interpersonal skills with customer service orientation. Ability to communicate effectively, courteously, and professionally with a variety of individuals representing the public, board members, volunteers, donors, and employees.
Knowledge of basic veterinary terminology.
Exceptional attention to detail and organizational skills with the ability to multi-task.
Highly motivated and creative with experience and a passion for connecting with current and future clients.
Ability to interact with animals in a calm, non-threatening manner.
Able to work well under pressure, in emotionally charged situations and handle confrontation politely and professionally while finding a solution.
Ability to work effectively, both independently and in a team environment, in an atmosphere of multiple projects, shifting priorities, and deadline pressures. Ability to be flexible, detail-oriented and able to prioritize.
Ability to positively interact with colleagues, coworkers, and community members from widely varied backgrounds with integrity and honesty throughout all facets of the position, always maintaining confidentiality.
A team-oriented and collaborative approach to work, with an ability to bring out the best in peers. Demonstrated ability to work collaboratively to gather information from colleagues.
Familiarity with dog and cat breeds, animal descriptions, animal control, wildlife, TNR and low cost spay/neuter.
Basic familiarity with computers, MS Word, Outlook, & Office knowledge, and phone literacy.
Demonstrates knowledge of animal restraint and handling techniques, as well as general animal safety practices, including recognizing animal behavior patterns.
Passion for St. Hubert’s mission, and for caring for all animals regardless of age, breed, temperament, or species, and supporting and educating members of the public, free of judgment or bias.
Able to drive company vehicles to transport animals when needed or requested by management.

Physical Requirements and Work Environment:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

Ability to be comfortable working with cats, dogs, small animals, reptiles, fish, and wildlife.
Ability to perform strenuous physical activity daily, including but not limited to lifting and carrying, reaching, stooping, squatting, and bending. Regularly moves about the facilities to coordinate work.
Ability to work weekends, nights and holidays as scheduled.
Due to the nature of shelter work, may be exposed to deceased, fractious, or aggressive animals; common allergens; hostile or irate persons; zoonotic or other diseases; unpleasant noises, odors, or sights; and extreme temperatures.
Ability to lift 50 pounds unassisted regularly, 50+ pounds assisted.

Education and Experience:

- Previous experience working in shelters is preferred but not required.
- Previous experience working in veterinary medicine is preferred but not required.

Salary premium may be offered for multilingual candidates proficient in Spanish, French, and Mandarin.

St. Hubert's is committed to being an Equal Opportunity Employer, and does not discriminate because of race, color, creed, gender, religion, national origin, disability, age, pregnancy, genetic predisposition or carrier status, marital status, citizenship status, or sexual orientation. Accommodations will be provided to qualified individuals requiring them.