VCA PetCare West is looking for a Hospital Manager to help lead out team!

Our hospital is located in the heart of wine country in Santa Rosa, CA. Sonoma County in the broader sense provides many desirable places to live; from the coast to the inland hills and miles of vineyards, to quaint small towns or more urban settings, all are available in Sonoma County. There really is something for everyone. San Francisco is an hour away, the coast is just a short drive, and Russian River with its beautiful scenery are nearby. If you want to live just outside of town on a small farm, near a vineyard, or with a view of the foothills, the river, or the coast, it is all available within a short drive of VCA PetCare West.

Over the past 10 years since PetCare opened its second hospital, VCA PetCare East (Specialty / Emergency / General Practice), VCA PetCare West has evolved into a large Primary Care practice that has maintained a diverse caseload that is urgent care friendly. The quality of medicine is top notch and always evolving to answer the needs of the local community. We build lasting relationships with our clients and their furry family members. Our team members are very connected to each other and we have a definite family feel, while always striving for a culture of positivity. We believe in treating all team members with respect and place a high value on self-care and work-life balance. We are passionate about preventive care, and are committed to offering our clients high caliber medicine, promoting the best service possible in all aspects of the veterinary visit. Our doctors have access to dedicated surgery and dental suites, digital radiography, ultrasound, and in-house lab in our spacious hospital. Our hospital is Fear Free friendly, with many practices in place to reduce stress for our patients.

Job Summary:

Under policy direction from the Field Manager with the support of and input from the Medical Director, the Hospital Manager performs a wide range of difficult to complex administrative activities related to hospitals providing quality patient care and excellent client service, management of finances and accounting, marketing and promotion of services, staffing, and human resources, and discretionary activities, that serve to support effective business operations.

Knowledge, Skills, and Abilities:

• Customer service.
• Personnel management.
• Financial budget management.
• Knowledge of sales and marketing techniques.
• Good communication skills, both written and oral, goal-oriented.
• Background in managing service-oriented operations.
• Ability to plan, organize, and effectively present ideas and concepts.
• Ability to take information obtained from clients, staff, and other sources, discern that which is credible and assess the hospital and its operation objectively.
• Must be able to handle multiple tasks at once, and deal with high levels of stress in an environment of changing priorities.

Education and Experience:

• High School Diploma. Some college education preferred.
• Must have a minimum of 3 years of experience in medical care facility operations management with profit and loss responsibility.
• Budget management experience.
• Knowledge of sales and marketing techniques.
• Human resource skills.
• Training and client relations experience.
• Thorough knowledge of the veterinary profession.

Authority:

• Interview prospective employees.
• Hire, train, review, schedule discipline, and discharge employees.
• Can spend up to $200/month without authorization.
• Can transfer employees to work another position within the hospital.
• Can transfer employees from part-time to full-time staying with controlled payroll budget.

Physical Requirements:

• Dependable attendance is required.
• Any allergies to animals must be controllable through medication.
• Must be able to lift 40 pounds.
• Must be willing to work long or irregular hours under pressure conditions.
• This position requires the ability to walk, bend, stand, and constantly reach during a minimum 8-hour day.
• Visual acuity sufficient to maintain accurate records recognizes people and understands written directions.
• Ability to speak and hear sufficiently to understand, give information in person and over the telephone.
• Fine motor skills adequate for utilizing office equipment such as facsimile machines, computers, copiers and hospital equipment such as laboratory equipment, radiology equipment, etc.

The following is a list of essential job requirements. This list may be revised at any time, and additional duties not listed here may be assigned as needed. Job Functions and Job Responsibilities include overseeing that the following occur within the hospitals.

1. Staff Management
2. Client Management
3. Office Management
4. Production Management
5. Financial Management
6. Marketing Management
7. Facility Maintenance
8. Meetings
9. Communication

Staff Management:

• Hiring with appropriate references.
• Staff performance and salary reviews.
• Disciplinary Action.
• Terminations.
• Training, education, developing of staff.
• Scheduling.
• Assign job responsibility to each staff member.
• Supervise staff to ensure that each job is being effectively handled.
• Employee policy enforcement.
• Employee relations and communications.
• Payroll calculations, goal calculations, time clock maintenance.
• Organize and conduct staff meetings.
• Delegate tasks as needed to staff members. 
• Monitor employee competence and effectiveness.

Client Management:

• Oversees the training of all staff in accordance with the principals of the VCA Mission Statement, Three Steps Of Service and VCA Standards of Client Service and that the above is known and practiced by all.
• Oversee client flow to ensure that clients and patients are seen and treated in a professional, timely, and competent manner.
• Responsible for administration and review of non-medical client complaints.
• Oversee call back system including overdue reminder calls.
• Oversee collections and returned checks.
• Oversee billing, calculation of any discounts and other special accounts.

Office Management:

• Modify and update systems and procedures wherever needed to better serve clients, patients, the practice, and employees (i.e., modify schedules for the most productive use of time).
• Verify receipt of all supplies, mark invoices, and packing slips received and sends them in for payment to corporate.
• Monitor purchasing.
• Prepare packets of information to be sent to the corporate office.
• Sort and process the daily mail.
• Management feedback reports – bi-weekly.
• Perform transaction corrections.
• Make certain bank deposits are made daily.
• Ensure that all hospital logs are being kept up to date and accurate including anesthesia/surgery, radiology, and controlled substance logs.
• Ensure that the OSHA and Safety program, procedures and reporting are being continuously monitored and updated, so the hospital is in safety compliance.

Production Management:

• Meet with the Medical Director and Regional Medical Director and/or Regional Operations Director (District Manager or Area Supervisor) regularly to discuss, evaluate and plan for the welfare of the practice.
• Ensure that marketing events are effective – internal and external.
• Motivate staff.
• Check all transactions for accuracy and missed services through regular daily audits.

Financial Management:

• Monitor the cost of purchasing so the practice operates within budget.
• Monitor staff scheduling, so the practice operates within budget.
• Monitor and approve all expenditures within guidelines.
• Review the income statements and other financial data to find ways to improve revenues and hospital contribution.
• Meet regularly with the veterinary staff to review financial performance.
• Oversee petty cash control.
• Review charges daily to ensure that all charges have been captured.
• Responsible for cash control in the hospital, ensuring VCA standards are followed.
• Review accounts receivable to confirm the proper and timely process.

Marketing Management:

• Understand, participate, and support planned marketing events and programs.
• Ensure that the hospital staff utilizes the marketing tools and materials to be used in marketing events and programs.
• Ensure that the hospital staff follows instructions for implementing authorized marketing discounts in the computer system.

Facility Maintenance:

• Oversee the maintenance/housekeeping of the hospital for orderliness and cleanliness of both the inside and outside of the building.
• Monitor janitorial responsibilities.
• Oversee that the VCA safety procedures are implemented and followed.
• Oversee facility and equipment maintenance and repairs, keeping a repair log.
• Authorized to make repair decisions less than $200 without checking with the District Manager or Area Supervisor.

Meetings:

• Attends regional meetings.
• Schedule regular doctor meetings.
• Plan hospital management meetings.
• Organize monthly staff meeting agenda in conjunction with the hospital management team and VCA guidelines.

Communication:

• Read and respond to all communication promptly.
• Ensure that VCA policies, guidelines, and recommendations are quickly communicated to hospital staff, and adequate training follows.

Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision, and paid vacation/sick days, 401(k) with match, generous employee pet discounts, and more!

Physical Demands: Work is generally performed in an office environment — the ability to stand for long periods. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The information in this position description indicates the general nature and level of work to be performed. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Management reserves the right to revise the job description or require that other tasks be performed when the circumstances of the job change (for example, emergencies, change in personnel, workload, or technical development). ?

At VCA we are committed to diversity, equity and inclusion and want to be a place where a diverse mix of talented people want to come, stay and do their best work.

If interested in this opportunity, please click here.