Medical Coordinator

Summary:

Overview

Lifesaving impact, rewarding careers: For more than 150 years, the ASPCA has been on the frontlines to save, transform and protect the lives of millions of animals. We are looking for a Medical Coordinator to join a world-class team providing urgent medical and behavioral care to victims of cruelty and neglect at the Animal Recovery Center in New York City. This work supports lifesaving care and makes a critical impact on the vulnerable animals who need us most.

Who We Are

The ARC (Animal Recovery Center) is dedicated to the recovery and rehabilitation of victims of cruelty and neglect admitted through NYPD and the ASPCA’s Humane Law Enforcement (HLE) and Community Engagement (CE) programs.

What You’ll Do

The Medical Coordinator is an important member of the Veterinary Services team, consisting of five veterinarians, four Licensed Veterinary Technicians, and one medical coordinator, providing coordinated administrative support for the team and the animals in our care. This role supports the animals housed within the Animal Recovery Center, in foster, and admitted to our veterinary partners in New York City. The Medical Coordinator reports directly to the Senior Director of Veterinary Services and has no direct reports.

A successful candidate for this role is initiative-taking and thrives in a dynamic environment where priorities are constantly changing to support urgent care and sheltering of animals. This role requires meticulous administrative and organizational skills focused on attention to detail, seamless and effective communication, and a commitment to collaboration within ARC and across teams.

Where and When You’ll Work

• This is a full time, on-site position, 5 days per week, located in New York City, NY.
• Schedule: Tuesday- Saturday 11 am- 7 pm.
• Ability to work a flexible schedule, including days, evenings, weekends, and holidays is required.
• Ability and willingness to travel and accompany cats and dogs to local veterinary partners within New York City’s five boroughs, up to 10% per week as needed.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.

• The target hiring range for this role is $27.41 - $28.85 hourly.

For more information on our benefits offerings, visit our website.

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, paid personal time, sick time, bereavement time, paid parental leave, and 10 company paid holidays that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities, including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Administrative, Medical Records, and Systems Support

• Assist in the timely creation and maintenance of animal medical records, Impromed flags, daily census, and treatment sheets, for all animals housed in the Animal Recovery Center.

• Regularly audit and keep current the medical needs of the population, identifying upcoming exams, follow-ups, and procedures. Communicate those needs appropriately and in a timely manner.

• Collect, organize, scan, upload, link, and file weekly treatment sheets to maintain up to date medical records.

• Organize, upload, and link external veterinary records, lab results, and imaging into the medical records as they arrive from our veterinary partners.

• Review, audit daily, and manage ARC’s Chewy portal to ensure prescription requests are approved in a timely manner.

• Update Impromed reminders when external medical records are received and linked.

• On a weekly basis, enter the weekly weights into each individual patient’s record in Impromed and communicate the weekly weights list to the Forensic team in an efficient manner.

• Support the medical equipment maintenance and repair needs with external vendors. Keep an accurate record of all equipment maintenance schedules and costs.

• Provide administrative support and coordination of new case preparation, including scanning, linking records, and communicating kennel set ups to the Integrated Care Assistants.

• Maintain chain of custody and follow procedures and protocols for forensic evidence storage, transfer, and disposition.

• Review daily, update, and hang appropriate medical signage within ARC Hang medical signage in AAH when requested.

• Print labels for medications as requested.

• As requested, scribe for veterinary exams.

• Support the medical team administratively with humane euthanasia as needed

Scheduling, Communication, and Care Coordination

• Liaise between security, the animal hospital’s CSR desk, and the ARC medical team to field owner calls for animals in our care.

• Participate in daily rounds and closely collaborate with medical, behavioral, and sheltering colleagues to ensure the welfare of every animal in care.

• Collaborate effectively with the Placement and Transport Administrator to ensure all pertinent medical records are sent to partner departments and placement partners.

• Communicate with our clients whose animals are housed at external veterinary partners. Share this responsibility with the Director of Operations and the ARC leadership team as needed.

• Communicate with our clients whose animals are housed at the Animal Recovery Center. Share this responsibility with the Veterinary Services team as requested.

• Schedule appointments and medical procedures effectively and efficiently for animals in ARC, in foster, and with owners.

• Schedule elective procedures for owned animals in the ASPCA Animal Hospital; coordinate patient drop-off, pick up, and communicate expectations to owners.

• Schedule off-site medical procedures for animals housed in ARC and in foster. Share clear and concise information about each animal’s handling requirements prior to the animal being seen by the off-site veterinarians.

• Support the seamless transfer of animals to and from internal and external partners. Request and send medical records.

• Facilitate foster outs or recheck exams from foster as needed.

• Facilitate owner visits, RTOs, or rechecks for owned animals as needed.

• Provide observation reports sharing medical, behavioral, and environmental observations clearly, using objective language.

• Serve as additional communicator between the veterinary team and non-medical staff, volunteers, and fosters, explaining the medical condition of animals in clear, easy to understand terms

Relationship Building and Collaboration

• Exemplify and support high quality, compassionate care, low-stress handling, and cross team collaboration.

• Maintain excellent working knowledge of veterinary medical terminology and protocols.

• Maintain a clear line of communication with ARC veterinarians, asking clarifying questions, and ensuring clear understanding when communicating with external partners.

• Develop and maintain strong relationships with external veterinary partners, establishing mutual trust and respect.

• Develop and maintain strong relationships with the medical, behavior and sheltering teams at ARC and with our internal partners establishing mutual trust and respect.

• Attend and meaningfully contribute to all relevant ARC and ASPCA meetings.

• Assist with special projects, presentations and data collection as requested.

• Accurately track and report time worked, time off, and work-related expenses.

• Other duties as assigned.

Qualifications

• 
  Ability to successfully work in a high-volume, fast-paced environment and effectively multi-task with a high degree of integrity and accountability and without loss of attention to detail.

• Excellent written and oral communication skills.

• Excellent organizational skills.

• Ability to work well within a team and communicate effectively and courteously with all levels of staff.

• Fluent in the use of MS Word, Excel, Airtable, PowerPoint required.

• Ability to quickly learn and use new programs, such as Salesforce, Impromed, Canva, Digitail.

• Displays concern for the safety and well-being of self, animals, and others, especially under stress.

• Build strong work relationships based on trust, respect, and listening to understand.

• Proactively problem-solves and takes appropriate initiative to implement solutions.

• Flexible; can easily adapt to changes and help others do the same.

• Resilient; bounces back from difficult and disappointing situations quickly.

• Cultivates a climate in which diverse perspectives are solicited, encouraged, valued, and respected.

• Unafraid of hard conversations and approaches them openly, quickly, and kindly.

• Ability to work in a physically demanding environment that requires standing, walking, bending, squatting, and/or kneeling for extended periods of time.

• Ability to lift and carry animals (50 pounds unassisted, 100 pounds with assistance) equipment, and supplies, such as food bags, bedding, and cleaning supplies.

• Comfort and ability to handle, restrain, and carry animals safely and humanely, particularly in stressful situations required.

• Able to occasionally work in physically challenging conditions and able to wear appropriate protective gear, including a protective mask; job responsibilities may entail exposure to chemical and biological hazards, such as feces and blood, exposure to sharp objects, working in noisy environments and working in areas with uneven, wet, and slippery surfaces.

• Able to work a flexible schedule, including days, evenings, weekends, and holidays.

• Maintain strict confidentiality when dealing with criminal cases.

• Ability to exemplify ASPCA’s core values and behavioral competencies.

Education and Work Experience

• 
  High School Diploma or GED required.

• Minimum of 2 years’ experience in an administrative role (including data management, scheduling and care coordination) required.

• Minimum of 2 years of experience working in a veterinary setting required

• Strong understanding of veterinary medical terminology required.

• Animal shelter experience preferred.

• Fear Free® Veterinary and Fear Free Shelter certifications required or completed within 60 days or hire.

Language:

Education and Work Experience:

Our EEO Policy:
The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Your Employee Rights Under the Family and Medical Leave Act:
Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees’ protected leave for certain reasons.

Applicants that are residents of Colorado and Oregon: Per CO Senate Bill 23-058 and ORS 659A.030, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries through completion of the initial interview. We can require/request additional application materials; if those materials contain any age-related information, an applicant should redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at [email protected]. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: [email protected] | Website: Equal Employment Opportunity Commission - Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.

Massachusetts Applicants: Per Massachusetts law, we are providing notice that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.