Catering Coordinator

JOB PURPOSE:    

Provides support, office services, and veterinary assistance for the Veterinary Program and Hospital.  Supervises student workers, volunteers, and administrative team members.  Assists with livestock care and feeding when students and instructors are not available.  Assists with meeting AVMA accreditation standards.  Provides Veterinary Technology program instructional support.   

This position description indicates in general the nature and levels of work, knowledge, skills, and abilities.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required or assigned to this position.

JOB DUTIES & RESPONSIBILITIES:

§  Assists with meeting American Veterinary Medical Association veterinary technology program accreditation standards.

§  Manages Veterinary Teaching Hospital office serving as the first point of contact for the department.

§  Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor. 

§  Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette. Checks voicemail messages and returns client calls.

§  Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, work orders, and other documents and communications from drafts, recordings, or verbal instruction as requested.  Works with and reviews these documents prepared by administrative team members and student workers.

§  Acts as primary liaison for department with visitors, clients, students, and vendors.

§  Assists clients with patient admission forms, including medical forms, anesthesia/surgery consent forms, and euthanasia forms and payroll deduction forms if applicable.

§  Discharges patients, including prepares and copies discharge notes approved by the doctor, fills prescriptions and other medications/supplies, instructs clients on how to give medications to patients and how to care for their animal.

§  Makes patient files, including copies of all invoices, rabies certificates, original lab forms, medical notes, microchip registrations, trichomoniasis test/BSE results, and transferred medical notes. Establishes and maintains an effective filing and retrieval system. Provides full medical record for doctor prior to client/patient visit for review by doctor.

§  Works in Avimark veterinary client patient database in maintaining records.

§  Maintains veterinary diagnostic, anesthesia, and surgery equipment according to manufacturer recommendations including daily, weekly, monthly, and annual maintenance procedures.  Works with manufacturers in trouble shooting and repairs.

§  Contracts and arranges for veterinary equipment maintenance according to regulations and recommendations.

§  Monitors oxygen levels in tanks for veterinary procedures and ensures filling as necessary.

§  Assists with and sets up for veterinary services including physical exams, laboratory procedures, radiography procedures, diagnostic procedures, patient treatments and patient care.

§  Works with small, large, and exotic animals in providing veterinary care and services.

§  Assists with veterinarty emergencies including after hours and weekends.

§  Assists with livestock care and feeding when students and instructors are not available such as during breaks, holidays, and summer.

§  Schedules and sets up labs, workshops, camps, instructors, outreach activities, and rooms; assists instructors with course setup and other training requirements.

§  Produces or coordinates the production of material required by department.

§  Maintains clinic, program, and grant financial records; processes accounts payable, payments, purchasing, book orders, and travel documents.

§  Prepares patient billing, invoices and statements. Obtains payments and secures receipts, money orders, and cash.   Prepares weekly deposits for the department.

§  Obtains quotes and estimates.

§  Provides pre-vet advising and student instruction in office procedures and client communications.

§  Conducts research to resolve operational questions or issues as requested.

§  Maintains and operates office machines, equipment, and computers.  Performs or coordinates general maintenance and repair.

§  Photocopies, collates, distributes, and files documents.

§  Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

§  Prepares and sends out monthly client patient reminders.

§  Orders and maintains clinic, classroom, lab, and field work supplies and equipment.

§  Assists with community veterinary services/outreach/education including overnight travel involving animal handling/restraint/procedures.

§  Assists with Land Grant programming and activities including youth camps, conferences, workshops, meetings, community outreach/education/activities, internship programs, and events.

§  Provides grant management support including preparing reports, reviewing accounts, and internal grant set-up.

§  Assists with recruitment of students and staff for the department.

§  Submits maintenance, IT, and other departmental work orders.

§  Chaperones students and volunteers during educational field and conference travel.

§  Conducts teaching hospital tours for funders and guests.

§  Maintains inventory of office supplies and equipment.

§  Maintains confidentiality of all privileged information.

§  Performs other duties as assigned.

SUPERVISION RESPONSIBILITIES:             

§  Supervises administrative team members, work study students, student workers, and volunteers.  Submits timesheets in a timely manner, on their behalf.  Ensures necessary documents are submitted to Human Resource Office on their behalf.

§  Supervises students during laboratory and clinical work, community service/outreach, and research work.

MINIMUM QUALIFICATIONS/REQUIREMENTS:

§  Associates Degree in Veterinary Technology, Business, Administration or related field.

§  Six years administrative, customer service, secretarial, or veterinary technician experience.

§  Bachelor’s Degree in Veterinary Science with Business background is preferred.

§  Managing veterinary office required.

§  Valid state driver’s license.

§  Must be able to pass background check, with NO prior convictions of any felonies.

The Navajo Nation Preference in Employment Act applies to all hiring, promotions or transfers of individuals into this position. 

KNOWLEDGE,    SKILL AND ABILITY REQUIREMENTS:

§  Knowledge of applicable federal, state, county and local laws, regulations and requirements including the New Mexico Veterinary Practice Act, Navajo Nation Animal Control, and FERPA.

§  Knowledge of current veterinary theory and practice.

§  Knowledge of techniques and practices in the field.

§  Knowledge of university and instructional policies and procedures.

§  Knowledge of AVMA accreditation guidelines.

§  Knowledge of modern office practices, procedures, and equipment.

§  Knowledge of planning and scheduling techniques.

§  Knowledge of general accounting principles.

§  Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

§  Skill in operating and maintaining veterinary diagnostic, anesthesia, and surgery equipment.

§  Organizing and coordinating skills.

§  Database and records management skills.

§  Ability to create, compose, and edit written materials.

§  Ability to make administrative/procedural decisions and judgments.

§  Ability to gather data, compile information, and prepare reports.

§  Ability to carry out instructions furnished in verbal or written format.

§  Ability to work independently with minimal supervision.

§  Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

§  Ability to maintain confidentiality.

§  Ability to handle multiple tasks and meet deadlines.

§  Ability to carry out instructions furnished in verbal or written format.

§  Ability to write reports and business correspondence.

§  Ability to organize and express ideas, directions, and data in a logical sequence to describe a process, or explain procedures such as how to perform a task to students.

§  Ability to present materials effectively to individual students or groups.

§  Ability to manage interpersonal conflict situations requiring tact, diplomacy and discretion.

§  Ability to oversee the work of students, administrative team members, and volunteers.

§  Ability to react calmly and effectively in emergency situations.

§  Ability to communicate effectively in the Navajo and English language.

§  Ability to work as a team member in a structured working environment.

PHYSICAL DEMANDS:

§  While performing the duties of this job, the employee may be required to stand for prolonged periods, walk and sit.

§  Use hands for dexterity of motion.  Reach with hands and arms; abdominal and lower back muscles.

§  Stoop, bend, kneel or crouch.

§  Required to climb or balance.

§  Have normal auditory, visual acuity, and verbal communications skills. 

§  The employee must occasionally lift and/or move up to 75 pounds.

WORK ENVIRONMENT

§  Work is generally performed in an office, clinic, classroom, lab, and outdoors environment. 

§  Exposure to dust, chemicals, variances in temperature, blood, and equipment with moving parts.

§  Exposure to natural weather conditions, various dusts and mists, and normal debris and hazards common at sites may occur while performing outdoor duties. 

§  Surgical masks, safety goggles, gloves, and protective face shields may be required as PPE.

§  Tight time constraints and multiple demands are common. 

§  Evening and/or weekend work may be required.  Extended hours and irregular shifts will be required.