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Title

National Veterinary Administrative Assistant 

About the Organization Founded in 1975, Canine Companions for Independence is a non-profit organization that enhances the lives of people with disabilities by providing highly trained assistance dogs and ongoing support to ensure quality partnerships. Headquartered in Santa Rosa, CA, Canine Companions is the largest non-profit provider of assistance dogs, and is recognized worldwide for the excellence of its dogs, and the quality and longevity of the matches it makes between dogs and people. The result is a life full of increased independence and loving companionship.  
Location National Headquarters - Santa Rosa, CA  
Full-Time/Part-Time Full-Time  
About the Region

Canine Companions for Independence was founded in Santa Rosa, California in 1975. The National Headquarters and Northwest Training Center are located on the Jean and Charles Schulz Campus in Santa Rosa, California. The Schulz Campus, named after generous supporters Jean and Charles Schulz, opened in 1996. The Northwest Region serves people in Northern California, Northern Nevada, Oregon, Washington, Idaho, Montana, Wyoming and Alaska.

 

Salary Range Salary DOE. CCI offers benefits including Med., Dental, Vision, 403b w/ match, Life Insurance, and various disability long term care benefits.  
Description

SUMMARY The National Veterinary Administrative Assistant (Shipping) is responsible for providing support to the veterinarian and the veterinary office, including reception, appointment setting, assist and coordinate incoming and outgoing patients, creating and updating charts and database, assist with care of dogs and provide canine shipping and breeding support.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as needed:

Shared Duties

  • Answer incoming phone calls. Greet clients in a professional and pleasant manner. Provide excellent customer service. Refer calls to appropriate personnel and assist with prioritizing vet service requests.
  • Maintains accurate appointment book, provide reminders, and follow-ups to patient appointments.
  • Schedule imaging studies for pregnant breeders. Assist with restraint when needed.
  • Assist with training and orientation of veterinary clinic volunteers to ensure they have proper instruction and supervision prior to engaging in duties.
  • Assist research department as needed. Arrange for blood draws and overnight shipping of samples to and from outside laboratories. Assist other regions in submitting samples to outside laboratories.
  • Assist Veterinarian with breeding activities and assist with various breeding related duties as needed.

Job Specific Duties

  • Coordinate the arrival and distribution of CCI puppies to regional centers and local puppy raisers.
  • Coordinate arrival of new Hearing Dogs, PTSD dogs and Breeders from other regions to the Schulz campus. Coordinate shipping of release dogs back to puppy raiser or new home. Coordinate shipping and arrival of new turn-in dogs.
  • Coordinate return shipping of crates to the other regions.
  • Assist in locating short and long-term foster care for CCI puppies and adult dogs.
  • Track monthly lab bills.
  • Provide administrative support including generating correspondence and various reports, submitting weekly office supply order.
  • Create graduate dog paperwork and update charts post-graduation. Create individual packets for each dog including medical records and microchip information. Print graduation photo’s for charts.
  • Order supplies from various vendors such as Uline and Quill. Track shipments, ensure accurate arrival, verify accurate billing for order and prep for payment.
  • Posting all mail & picking up mail deliveries from Administration and sending packages via FedEx, etc.
  • Assist with veterinarian services as trained including, nail trimming, worming, x-rays, and possibly medications.
  • Provide support and coverage for other positions as needed, including supporting veterinary technician duties in absence of staff.
  • Be accountable not only for direct responsibilities outlined in this job description but also to serve fellow staff and other constituents with whom position interacts. Ensure actions and communications are honest and transparent.
  • Other duties as assigned by supervisor or department
 
Position Requirements

REQUIRED CHARACTERISTICS

  • Able to perform several tasks concurrently, time management and good organizational and communication skills.
  • Excellent interpersonal and excellent communication skills, both written and spoken.
  • Excellent customer service skills, ability to work with different personalities and temperaments.
  • Able to handle multiple calls and/or clients in an appropriate, organized and professional manner.
  • Good conflict management skills to work with the public.
  • A team player; able to work on shared duties as well as complete specific assignments.
  • Able to safely lift 45 pounds and safely handle, hold and restrain active dogs weighing up to 110 pounds. Employees should seek assistance when lifting dogs or objects weighing more than 45 lbs.
  • Able to lift boxes up to 20 pounds over head for storage.
  • Able to maintain confidential information.
  • Able to organize and maintain detailed records; complete necessary paperwork and meet deadlines.
  • Familiarity with dog training and behavior, animal health and disability awareness and sensitivity.

EDUCATION: High school graduate, GED or equivalent required. College degree preferred.

EXPERIENCE: Prior experience working in a vet clinic or vet medical knowledge preferred. Strong computer skills including word processing, email, database and spreadsheet programs and using mail merge. Able to operate computer functions such as scanning and emailing records. Must be proficient in using the internet and managing online sites

 
 
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

 

This position is currently accepting applications.

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