Nursing Care Administrative Assistant

    • Job Tracking ID: 512912-609538
    • Job Location: San Francisco, CA
    • Job Level: Any
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: February 20, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
    • Campus Location: Pacific Heights
    • Status: Regular Full-Time
    • Department: Header: Pacific Heights Hospital
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The Nursing Care Administrative Assistant provides administrative support to the Nursing Care Director of our Pacific Heights Hospital. Along with providing departmental support, this position will help manage the recruiting and on-boarding of new employees and act as a liaison between the Pacific Heights nursing department and various support services, such as IT, HR, and Payroll.

Essential Duties and Functions:


  • With the assistance of Human Resources, create and maintain job postings on various job boards to attract the most qualified candidates
  • Manage the Applicant Tracking System, reviewing qualified candidates with Nursing Care Director
  • Conduct initial phone interviews of candidates to determine qualifications and fit with organization
  • Schedule on-site interviews of candidates; act as liaison between candidates and Nursing Care Director during interview process
  • Perform reference checks on final round candidates

New Hire On-boarding

  • Coordinate start date and scheduling of New Hire Orientation
  • Maintain New Hire department orientation binder, ensuring each new hire receive an introduction to the department, campus, equipment, and resources available to them
  • Administer and maintain records of required Radiation Exam and other safety trainings
  • Order new hire dosimeter badge and maintain exposure reports; ensuring available to all staff
  • Order new hire uniforms
  • Coordinate with Human Resources and Information Technology departments on new hire badges
  • Ensure new hires have access to their email, the server, and HRIS; coordinate with IT and Payroll when appropriate

Department Administrative Support

  • Manage the department’s schedule to maintain adequate staffing levels across both day, swing, and night shifts
  • Approve and process department’s payroll, coordinating with the Payroll department when necessary
  • Approve and process department expense reports, including Pacific Heights Parking expense
  • Ensure permits and licensing are up to date for both staff and equipment
  • Coordinate the repair and maintenance of equipment, managing shipping repairs when necessary
  • Schedule vendor meetings and demonstrations of equipment
  • Act as liaison between the department and support services (HR/IT/Facilities/Payroll)
  • Assists the Nursing Care Director with other duties and special projects, as assigned

Technology and Trainings

  • Use and management of Society’s Practice management System as assigned.
  • Schedules and ensures compliance with Society trainings (online LMS and in-person)
  • Liaison between department and Learning & Development

Customer Service

  • Practices and encourages the humane treatment of animals
  • Provides quality customer service to staff, volunteers, and clients while actively promoting our mission, services, programs and events
  • Promotes donation and giving opportunities as appropriate


  • Works cooperatively with all volunteers and recognizes the talent and commitment they bring to the Society


  • Ensure a safe work environment; following all safety guidelines and modeling safe work practices
  • Take immediate action to address any safety concerns that could put a staff member, volunteer, client, animal, or the organization at risk
  • Maintain a clean, healthy, and sanitary work area; follow all pest and rodent control protocols. Participate in keeping the SF SPCA campus clean and well maintained

Diversity and Inclusiveness

  • Works effectively with individuals from diverse communities and cultures
  • Successfully works with a team of colleagues who represent a diversity of work and conflict resolution styles

Open Communication

  • Facilitate open, direct communication throughout the Society
  • Embrace and promote the Society’s BLISS direct communication program

Physical Requirements and Work Environment:

  • Work is performed in a shelter/animal hospital setting
  • Regular sitting at a computer workstation 6-7 hours per day
  • Frequently lifts and positions objects weighing up to 15 pounds when moving supplies
  • Exposure to disinfectant solutions when in kennel & treatment areas
  • Consistent exposure to animals and animal allergens under conditions with limited alternatives available

Reporting Relationships and Contacts:

  • Reports to the Nursing Care Director of the Pacific Heights Hospital

Education and Experience:

  • Bachelor’s Degree preferred
  • Administrative support and project management experience
  • Minimum two years of professional experience in a fast paced, multi-tasking, customer service environment, experience in animal welfare and veterinary medicine is helpful.

Knowledge, Skills and Abilities:

  • Commitment to the mission, values, goals, and success of the San Francisco SPCA
  • Strong computer skills including; word processing, spreadsheets and ability to master veterinary software as applicable to the Hospital
  • Excellent customer service skills, especially in areas of compassionate problem solving and conflict resolution.
  • Knowledge of Veterinary practice preferred, ideally in an emergency/critical care environment
  • Outstanding written and verbal communication skills
  • Flexibility, adaptability and a strong work ethic
  • Professional attitude and appearance
  • Comfortable working in the shelter & veterinary environment and willing to accommodate animals in the work place
  • The ability to deliver feedback with patience, care and compassion.
  • Highly organized and detail oriented
  • Able to work independently to accomplish job duties


Salary and Benefits:

The starting hourly rate for this position depends on the depth and breadth of experience. Regular, full-time positions are eligible for benefits package including: PTO and holiday pay, medical, dental & vision insurance, life insurance, long-term disability, tax-deferred retirement plan, pre-tax commute expense deductions, discounted veterinary care, employee discount on retail, pet supplies, and dog training classes.