Assistant Veterinary Office Manager

Job Description
We’re looking for:
The veterinary Assistant Office Manager is responsible for assisting the Office Manager in overseeing administrative policies, and decision-making may be inclusive depending on the administrative needs and criteria established.
Generally, the Assistant Office Manager will be responsible for the flow and function of each department within the practice. Initially, the role will be a hybrid role of receptionist and administrative duties. This position will take over the role of the Office Manager, resulting in duties of daily accounting transactions with clients, transactions with clients, banks, suppliers, and personnel, coordinating scheduling, training, and purchasing/bookkeeping for the practice. They will act as the liaison between the Associate DVMs and the Support Staff team, partnering with the Regional Manager from Alliance Animal Health where applicable.
Job duties include, but are not limited to:
The below duties are what is expected of an Assistant Office Manager and may include more responsibilities than what is listed below:
Veterinary Knowledge / Client Education
Can answer clients’ inquiries about basic animal care questions and routine procedures (including avian and exotic care).
Can educate clients on over-the-counter products such as shampoos and nutraceuticals; has full knowledge of heartworm and external parasite preventives to promote client education and sales.
Can guide clients to make appropriate decisions regarding optimum pet care.
Computer / Telephone Skills
Receives and relays telephone, fax, and email messages accurately and promptly.
Answers telephones and handles calls quickly, efficiently, and professionally friendly using a multi-line system.
Can gather client and patient information into practice management software.
Has good computer skills and shows accuracy in inputting details.
Able to transition from paper to cloud-based practice management software.
Personnel
Supervise support staff and act as front office support.
Partnering with the Office Manager in conducting performance evaluations, conflict resolution, interviewing (and training) all support staff team members, and introductory and annual performance counseling as needs arise individually.
Act as a liaison between doctors and team members.
Productivity
Function as a contact person for clients concerning complaints or problems that the client may be experiencing with the hospital.
Direct front office staff through structuring, scheduling, motivation, and education to produce the highest client satisfaction from the reception team's services.
Oversee client satisfaction feedback and polling.
Accounting
Check invoices daily for accuracy.
Prepare bank deposits daily.
Additional Duties
Assist and fill in when vacant positions arise or hospital flow warrants.
Monitor staff periodically throughout the day, encourage productivity, and discourage behaviors that may be detrimental to the positive atmosphere of the work environment.
Meet and exceed Key Performance Indicators for the practice.
Assist the Office Manager with other duties as needed.