Hospital Administrative Coordinator

    • Job Tracking ID: 512912-657620
    • Job Location: San Francisco, CA
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: November 13, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
    • Campus Location: Mission & Pacific Heights
    • Status: Regular Full-Time
    • Department: Header: Mission & Pacific Heights Hospitals
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The Hospital Administrative Coordinator is responsible for maintaining business and administrative functions in support of the San Francisco SPCA hospital operations. Reporting to the Chief Veterinary Hospital Officer (CVHO), this role will be responsible for managing many of the administrative duties necessary to maintain smooth hospital operations including vendor invoice processing, partner billing, contract monitoring, and routine data collection and reporting. This role also serves as executive assistant to the CVHO, including leadership schedule/calendar management, document preparation, presentation creation, and meeting coordination. This role requires a strong customer service perspective, and may serve as liaison between the SF SPCA and other partners.

San Francisco SPCA operates two full-functioning veterinary hospitals, one in the Mission District and one in the Pacific Heights District. Both hospitals provide general practice, emergency services, surgery, dental, and diagnostics. Additionally, the Pac Heights campus provides one of the only 24/7 emergency services in the area. With a full staff of Veterinarians, Registered Veterinary Technicians, and Client Service Representatives, the SF SPCA veterinary team sees over 55,000 visits per year between the two campuses. As a non-profit, the SF SPCA proudly provides veterinary services to all members of the community, including those who are in need of financial assistance.

Essential Duties and Functions:

Administrative Duties

  • Manage calendar and scheduling for CVHO and other hospital leaders as assigned
  • Assist with meeting agenda management
  • Serve as backup for payroll processing, staff scheduling, and doctor scheduling
  • Create high quality PowerPoint presentations and other documents to support hospital leadership
  • Assists with employee recruiting, including external website updates, candidate interview coordination, and onboarding
  • Perform other duties as assigned

Operational Support

  • Process vendor invoices to obtain proper reviews and approvals
  • Monitor vendor contracts to assure proper billing, maintenance and timely renewal
  • Collect data and generate regular reports to support quality hospital operations
  • Liaise with partner organizations to ensure smooth billing and payment processing, and open communication

Client and Community Services

  • Ensure a culture of excellence in client service, helping to create a relationship-centered practice
  • Collaborate with other organizational departments to ensure a seamless client experience


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


  • Ensure a safe work environment by following all safety guidelines and modeling safe work practices.
  • Take immediate action to address any safety concerns that could put a staff member, volunteer, customer, 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
  • Ensure decisions, policies and procedures are effectively communicated
  • Facilitate good working relationships through teamwork and collaboration

Reporting Relationships and Contacts:

  • Reports to the Chief Veterinary Hospital Officer
  • Works closely with all members of the Hospital Leadership Team
  • Coordinates with Finance, Supply Chain, HR, and other departments of the SF SPCA

Physical Requirements and Work Environment:

  • Regular sitting at computer stations and operation of electronic equipment
  • Regular standing, bending, stooping and crouching while seeing patients
  • Frequent lifting and carrying of animals weighing up to 50 pounds
  • Frequent exposure to animals under stress
  • Consistent exposure to animals in the workplace and animal allergens under conditions with limited alternatives available

Education and Experience:

  • Bachelor’s degree or equivalent experience
  • Minimum three years serving as executive assistant, analyst, or similar role

Knowledge, Skills and Abilities:

  • Must be highly motivated and dedicated toward the humane care and treatment of all animals
  • Leadership ability to inspire and motivate people to adopt hospital philosophy and goals
  • Ability to communicate with the public, volunteers, and co-workers in a courteous and professional manner at all times
  • Ability to give and receive feedback
  • Ability to work in fast-paced and sometimes stressful work environment utilizing good time management and multi-tasking skills
  • Ability to work effectively in a team oriented environment.
  • Must be able to organize and execute policies and procedures as planned while maintaining the ability to be flexible
  • Strong math, analytical, and problem solving skills
  • Strong Microsoft Office skills, especially PowerPoint, Excel, and Outlook
  • Excellent written, verbal, interpersonal, conflict resolution, and negotiation skills
  • Able to anticipate needs to off-load work appropriately from colleagues
  • Must have a strong customer service orientation, with both internal and external customers


Salary and Benefits:

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

The SF SPCA is an Equal Opportunity Employer and welcomes applications from individuals who contribute to our diversity. We are an at-will employer and conduct pre-employment background checks and drug screening. This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.