Summary
The Shelter Medicine Program Coordinator supports the Shelter and Community Medicine Program of the Animal Health Institute by coordinating clinical events, community partnerships, logistics, data management, and client communication. This role ensures smooth program operations, timely reporting to grant providers and stakeholders, and excellent client service while supporting the educational mission of the veterinary college. The coordinator works closely with veterinary technicians, faculty, students, and community partners to deliver high-quality, high-volume spay/neuter and wellness services in shelter, mobile clinic, and community outreach settings. Strong organizational skills, proactive communication, attention to detail, and commitment to animal welfare and veterinary education are essential.
Essential Duties and Responsibilities
Program Coordination and Scheduling
- Schedule and coordinate shelter medicine clinical events, mobile clinics, and community outreach activities in collaboration with faculty and community partners.
- Serve as primary liaison with shelter partners, rescue organizations, municipal agencies, and community stakeholders; maintain positive, professional relationships.
- Coordinate pre-event planning with partner organizations, including site readiness, patient flow, parking/access, equipment needs, animal housing/holding areas, communication plans, and post-event follow-up.
- Maintain and coordinate a complex program calendar involving multiple veterinarians, veterinary technicians, student rotations, on-campus clinical events, off-site partner events, and mobile clinic activities; proactively identify scheduling conflicts, resource gaps, and workflow bottlenecks.
- Prioritize competing scheduling, communication, and logistical needs, while escalating clinical, personnel, or policy concerns to appropriate leadership.
- Workflow optimization with proactive recognition of bottlenecks and suggestions for improvement.
Communication and Client Service
- Monitor and respond to shelter medicine program phone line, email inbox, and post-operative support line during business hours.
- Provide clear, empathetic communication to clients and community partners regarding services, appointments, post-operative care instructions, and follow-up.
- Triage incoming inquiries; escalate clinical concerns to veterinary staff promptly.
- Deliver excellent customer service and demonstrate respect and professionalism in all interactions with diverse communities.
Data Management and Reporting
- Coordinate with shelter medicine team to ensure accurate, timely entry of patient records, surgical logs, and program metrics are entered into the proper veterinary management systems.
- Compile and submit reports to grant providers, university leadership, and community stakeholders per program requirements and deadlines.
- Track program benchmarks, service volumes, and outcomes; assist in quality improvement initiatives.
Patient Care and Technical Support
- Assist with patient care, treatments, and technical duties as designated by workflow or veterinarian orders during high-volume events.
- Support setup and breakdown of surgery and treatment areas for shelter medicine clinics.
- Maintain accurate patient records and documentation in compliance with hospital and program standards.
Student Education and Advocacy
- Support the educational mission by facilitating student participation in shelter medicine rotations and community outreach events.
- Act as a patient and student advocate; collaborate with faculty to enhance teaching opportunities.
- Assist in teaching efforts in conjunction with faculty as appropriate.
Compliance and Safety
- Maintain compliance with organizational policies, procedures, OSHA standards, and infection control protocols.
- Follow biosecurity and zoonotic disease prevention measures; ensure safe handling and transport of animals.
- Adhere to grant requirements, partnership agreements, and university guidelines.
Other Duties
- Participate in team meetings, training, and professional development.
- Assist with special projects, community events, and program development as assigned.
- Other duties as assigned by the Manager of CAC or program leadership.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This individual must have the ability to work in a constant state of alertness and safe manner and must have regular, predictable, in-person attendance. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Core Competencies
- Strong organizational, time management, and multitasking skills; ability to coordinate multiple events and priorities simultaneously.
- Excellent written and verbal communication skills; professional, empathetic, and culturally sensitive client service.
- Proactive problem-solving mindset with attention to detail and follow-through.
- Ability to work collaboratively in a team environment and maintain a positive, inclusive culture.
- Commitment to animal welfare, community service, and veterinary education.
Other Qualifications
- The position requires strict compliance with all policies and procedures.
- This position requires a significant amount of interaction with the public and many internal customers and, therefore, the individual must be able to develop positive rapport effectively.
- This position may require working evenings or weekend hours.
- The flexibility to participate in remote clinics of two-to-three-day duration.
- Must exhibit good customer service skills and demonstrate respect at all levels of interaction.
- Must be able to work with diverse teams.
Education and/or Experience
- High school diploma or GED required; Associate’s or Bachelor’s degree in animal science preferred.
- Minimum 5-7 years of progressive clinical experience.
- Experience with high-volume spay/neuter or shelter medicine program preferred.
- CVT certification from the State of Arizona or VTS certification is a plus but not required.
- Experience working in a team environment with the ability to maintain a professional demeanor, detail orientation, and promote a positive and inclusive culture is essential.
- Experience coordinating complex calendars, clinical operations, field-based services, community outreach programs, or multi-site events preferred.
General Knowledge
- Know the range of services the practice provides and the species it serves.
- Be reasonably familiar with breeds and coat colors.
- Follow OSHA standards. Be able to find Material Safety Data Sheets quickly.
- Know and use standard medical and business abbreviations.
- Use proper medical terminology and spelling when speaking and writing.
- Be familiar with infectious diseases, including their prevention and steps to reduce or eliminate transmission. Know the most common zoonotic diseases (infections from animals to humans).
Computer Skills
The individual must have the ability to learn the ClinicHQ Veterinary management system, and have basic proficiency in MS Office (Word, Excel, Outlook).
Physical Demands
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand or sit for long periods. The employee must regularly use hands to handle or feel and reach with hands and arms. The employee is required to stand and walk. Have the physical strength and ability to stand for long periods and be able to lift pets and objects weighing up to 40 pounds without assistance. Assist in lifting patients weighing more than 40 pounds.
Animal allergies statement: No inhibiting allergies to animals, hay, or dust.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Midwestern University is a private, not-for-profit organization that provides graduate and post-graduate education in the health sciences. The University has two campuses, one in Downers Grove, Illinois and the other in Glendale, Arizona. More than 6,000 full-time students are enrolled in graduate programs in osteopathic medicine, dentistry, pharmacy, physician assistant studies, physical therapy, occupational therapy, nurse anesthesia, cardiovascular perfusion, podiatry, optometry, clinical psychology, speech language pathology, biomedical sciences and veterinary medicine. Over 500 full-time faculty members and 400 staff members are dedicated to the education and development of our students in an environment that encourages learning, respect for all members of the health care team, service, interdisciplinary scholarly activity, and personal growth.
We offer a comprehensive benefits package that includes medical, dental, and vision insurance plans as well as life insurance, short/long term disability and pet insurance. We offer flexible spending accounts including healthcare reimbursement and child/dependent care account. We offer a work life balance with competitive time off package including paid holiday’s, sick/flex days, personal days and vacation days. We offer a 403(b) retirement plan, tuition reimbursement, child care subsidy reimbursement program, identity theft protection and an employee assistance program. Wellness is important to us and we offer a wellness facility on-site with a fully equipped fitness facility.
Midwestern University is an Equal Opportunity/Affirmative Action employer that does not discriminate against an employee or applicant based upon race; color; religion; creed; national origin or ancestry; ethnicity; sex (including pregnancy); gender (including gender expressions, gender identity; and sexual orientation); marital status; age; disability; citizenship; past, current, or prospective service in the uniformed services; genetic information; or any other protected class, in accord with all federal, state and local laws, and regulation. Midwestern University complies with the Smoke-Free Arizona Act (A.R.S. 36-601.01) and the Smoke Free Illinois Act (410 ILCS 82/). Midwestern University complies with the Illinois Equal Pay Act of 2003 and Arizona Equal Pay Acts.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
