Shelter Medicine Program Coordinator - AZ - Animal Health Institute

Supports the Shelter and Community Medicine Program of the Animal Health Institute by coordinating clinical events, community partnerships, logistics, data management, and client communication. Ensures smooth program operations, timely reporting to grant providers and stakeholders, and excellent client service while supporting the educational mission of the veterinary college.

Responsibilities

• 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.
• 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.
• Coordinate with shelter medicine team to ensure accurate, timely entry of patient records, surgical logs, and program metrics 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.
• 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.
• 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.
• 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.
• Participate in team meetings, training, and professional development.
• Assist with special projects, community events, and program development as assigned.

Requirements

• 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.
• 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.
• Must exhibit good customer service skills and demonstrate respect at all levels of interaction.
• Must be able to work with diverse teams.
• 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).
• Ability to learn the ClinicHQ Veterinary management system, and have basic proficiency in MS Office (Word, Excel, Outlook).

Physical Demands

• Frequently required to stand or sit for long periods.
• Regularly use hands to handle or feel and reach with hands and arms.
• Required to stand and walk.
• Must have the physical strength and ability to stand for long periods and lift pets and objects weighing up to 40 pounds without assistance.
• Assist in lifting patients weighing more than 40 pounds.
• No inhibiting allergies to animals, hay, or dust.

Work Environment

The noise level in the work environment is usually moderate.

This position may require working evenings or weekend hours and the flexibility to participate in remote clinics of two-to-three-day duration.

Benefits

• Comprehensive benefits package including medical, dental, and vision insurance plans.
• Life insurance, short/long term disability, and pet insurance.
• Flexible spending accounts including healthcare reimbursement and child/dependent care account.
• Competitive time off package including paid holidays, sick/flex days, personal days, and vacation days.
• 403(b) retirement plan.
• Tuition reimbursement.
• Child care subsidy reimbursement program.
• Identity theft protection and an employee assistance program.
• Wellness facility on-site with a fully equipped fitness facility.