Job Abstract

Under policy direction from the Hospital Manager with support and input from Medical Director, the Assistant Hospital Manager performs a wide range of difficult to complex administrative activities related to the hospital 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. The Assistant Hospital Manag... more details

Job Summary

Under policy direction from the Hospital Manager with support and input from Medical Director, the Assistant Hospital Manager performs a wide range of difficult to complex administrative activities related to the hospital 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.  The Assistant Hospital Manager supports the hospital by making informed decisions in the Hospital Manager’s absence.

Knowledge Skills and Abilities:

• Customer service.
• Human Resource 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.  Bachelor’s degree preferred.
• Must have a minimum of 3 years experience in medical care facility or other service business operations management with profit and loss responsibility.
• Budget management experience.
• Knowledge of sales and marketing techniques.
• Human resource skills.
• Emotional intelligence.
• Training and client relations experience.
• Thorough knowledge of the veterinary profession.

Authority:

• Recruit, interview prospective employees.
• Hire, train, review, schedule, discipline and discharge employees in conjunction with Human Resources at the Support Office and/or in absence of Hospital Manager.
• Can spend up to $200/month without authorization.
• Can recommend employees to work another position within the hospital.
• Can recommend employees transfer 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 up to 40 pounds.
• Must be willing to work long or irregular hours under pressure conditions.
• This position requires the ability to walk, bend, stand and reach constantly 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 or over the telephone.
• Fine motor skills adequate for utilizing office equipment such as facsimile machines, computers, copiers and computer keyboards.

Duties:

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.

Staff Management Client Management Office Management Production Management Financial Management Marketing Management Facility Maintenance Meetings Communication

Staff Management:

• Recommend hiring with appropriate references.
• Coordinate and monitor pre-employment drug screening.
• Prepare offer letters and new-hire packets.
• Coordinate staff performance reviews.
• Advise management and supervisory staff on a variety of human resource topics.
• Review and revise staff warnings prepared by managers and supervisors.
• Assist managers and supervisors with staff coaching and/or disciplinary action meetings, including terminations.
• Orientation, training, education, development of staff.
• Staff scheduling.
• Assign job responsibility to each  staff member.
• Supervise staff to assure that each job is being effectively handled.
• Employee policy enforcement.
• Employee relations and communications.
• Payroll calculations, goal calculations, time clock maintenance, payroll adjustments.
• Organize and conduct staff meetings.
• Actively participate in Saturday management rotations with other managers and supervisors.
• Delegate tasks to as needed to staff members.
• Monitor employee competence and effectiveness.

Client Management:

• Oversees 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 (e.g., modify schedules for the most productive use of time).
• Verify receipt of all supplies, mark invoices and packing slips received and send them in for payment to the Support Office.
• Monitor purchasing.
• Prepare packets of information to be sent to the Support Office.
• Sort and process the daily mail.
• Management feedback reports – 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 OSHA and Safety program, procedures and reporting are being continuously monitored and updated so the hospital is in safety compliance.
• Prepare and send treatment authorizations for workplace injuries.
• Monitor and approve monthly submissions of safety inspections and safety meetings report.
• Monitor draft benchmark reports to ensure hospital is conducting safety meetings and reporting workplace injuries timely.  Understand that fewer points leads to lower workers’ compensation expenses.
• Oversee the CURES controlled substances reporting processes.

Production Management:

• Meet with the Hospital Manager, Medical Director and Regional Medical Director and/or Regional Operations Director (or Senior Regional Vice President) 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 and update hospital labor budget so the practice operates within budget.
• Monitor and approve all expenditures within guidelines.
• Review and approve staff reimbursement requests 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 on a daily basis to ensure that all charges have been captured.
• Responsible for cash control in hospital ensuring VCA standards are followed.
• Review accounts receivable to confirm proper and timely process.
• Responsible for maintaining various logs for staff CE, learning funds, client assistance funds, etc.)

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 the marketing events and programs.
• Ensure that the hospital staff follows instructions for implementing authorized marketing discounts in the computer system.
• Review and accurately track marketing results, and advise Hospital Manager and Medical Director when opportunities arise.

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.
• Issue building access codes and keys to staff as needed.

Meetings:

• Attends regional meetings as requested.
• Attend and participate in doctors meetings.
• Plan and/or participate in hospital management meetings.
• Organize monthly staff meeting agenda in conjunction with hospital management team and VCA guidelines.

Communication:

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

This is a salaried position $70,000-85,000

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 associates 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)

If you are a current associate, you need to apply through our internal career site. Please log into Workday and click on the Jobs Hub app or search for Browse Jobs.

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

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 associates 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).

We are proud to be an Equal Opportunity Employer - Veterans / Disabled. For a complete EEO statement please see our career page at vcacareers.com.