Veterinary Clinic Coordinator II

About the Department

The mission of the Animal Resources Center (ARC) is to assist investigators in performing their animal research while ensuring appropriate and humane care of all laboratory animals. The ARC at The University of Chicago is responsible for the use and care of all research animals on campus, managing 6 facilities and a business office. Its sections include husbandry, maintenance, operations, veterinary care, finance, and administration. The large animal clinic handles all surgical procedures, animal health, and welfare of USDA-covered species. The ARC has merged with the Office of Shared Research Facilities, managing all BSD cores on campus.

About the Role

The Veterinary Clinic Coordinator II supports, facilitates, and coordinates the daily clinical activities of the clinic under the direction of the Large Animal Clinical Services Director. This role works closely with clinic staff, principal investigators, departments, sponsors, and external groups to provide guidance on scheduling, shipping/receiving, ordering, and procedural work. The position also serves as a resource for clinical veterinarians in identifying issues and implementing resolutions, and assists with billing and budget activities in conjunction with the ARC Finance team.

Responsibilities

• Coordinate principal investigators’ needs and expectations for each surgical procedure, determining the order of operations and table times with staff.
• Coordinate with other investigative groups if sharing patients/animals.
• Provide timely support to principal investigators by responding to routine administrative inquiries and assisting with clinic operations.
• Place all clinic equipment, supply, and consumable orders, ensure adequate inventory stock, and monitor controlled drug usage, expiration, and disposition.
• Assist in coordinating staff schedules and weekend/holiday coverage rotation.
• Assist certified veterinary technicians with prepping animals for procedures and monitoring anesthesia when needed.
• Oversee equipment shipping for internal/external training laboratories, ensure operating room (OR) setups are ready and complete, place animal orders, and build and maintain vendor relationships.
• Schedule all procedures and staff, and assist with the electronic billing management system (Neo billing).
• Coordinate participation in the radiation safety program.
• Manage animal intakes, process intake paperwork, and ensure accuracy of documentation.
• Ensure Standard Operating Procedures are reviewed and up to date.
• Serve as the primary point of contact for scheduling the use of the ARC surgical clinic and coordinating equipment shipments.
• Assist with Good Laboratory Practice (GLP) studies and help maintain clinic readiness for USDA and AAALAC inspections by supporting compliance with institutional and regulatory requirements.
• Apply standard laboratory procedures to support clinical research studies, such as the preparation of reagents.
• Handle, process, bank, and ship patient samples.
• Prepare quality and safety control measures for the laboratory, including checks of equipment, temperature control, and documentation of quality improvement projects.
• Provide support to clinical research studies under moderate supervision.
• Perform other related work as needed.

Requirements

• Minimum requirements include a college or university degree in a related field.
• Knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Qualifications

• 1-3 years of experience working in a veterinary environment or research laboratory strongly preferred.
• Clinical skills preferred (e.g., blood draw, intravenous injection).
• Animal care exposure in a veterinary practice or research environment strongly preferred.
• Strong organizational and communication skills.
• Good computer skills, familiar with Word and Excel.
• Demonstrated responsibility, reliability, and professionalism.
• Ability to work independently as well as collaboratively within a team.

Working Conditions

Ability to use a computer for extended periods.

Pay

Pay range: $60,000.00 - $75,000.00.

Benefits

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.