Clinic Manager

POSITION SUMMARY

The individual is responsible for ensuring the Tulsa SPCA's clinic runs efficiently. This position handles all administrative aspects of the shelter's clinic and ensures compliance with policies and procedures. Along with shelter medicine, this position supervises public clinics to include but not limited to spay/neuter, preventative care, and vaccine clinic. The Clinic Manager supervises all vet assistants and clinic receptionists.

This job classification has been designated as a safety-sensitive job classification in accordance with the Oklahoma Medical Marijuana and Patient Protection Act, 63 O.S., § 427.1 et seq., (OSCN 2019), effective August 29, 2019. This means employees in this job classification can be subject to disciplinary action up to and including termination if they test positive for marijuana components or metabolites, even if they possess a medical marijuana license.

Tulsa SPCA provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

• Ensure that all animals (and their owners/fosters) receive the highest quality care.
• Maintain the highest standard of customer service.
• Maintain a professional manner at all times, being compassionate and respectful to clients
• Assist clients in making informed decisions about their pet's care
• Discuss difficult medical conditions with clients in compassionate manner
• Assist with the operation of the veterinary clinic
• Maintain the cleanliness and orderliness of the clinic
• Prevent disease spread
• Supervise all vet assistants and clinic receptionists

• Oversee day-to-day clinic operations including vaccine clinics, preventative care appointments, shelter surgeries, treatments, and intake support to ensure efficient, high-quality service.
• Supervise and support veterinary assistants and clinic support staff; ensure duties, policies, procedures, and protocols are followed.
• Create and maintain staff schedules, rotations, assigned duties, and coverage; manage time-off requests and staffing needs.
• Provide coverage for clinic roles as needed to support uninterrupted animal care.
• Ensure animals and clients receive compassionate, ethical, and professional care.
• Ensure all clinic documentation is accurate, complete, and timely, including proper use of Shelterluv and scanning of required paperwork.
• Monitor daily clinic tasks including medications, feeding, cleaning, observations, and end-of-day procedures; ensure clinic areas are clean, organized, and ready for the next day.
• Support policy compliance and accountability by communicating expectations and addressing performance concerns in collaboration with leadership.
• Assist with clinic inventory, ordering, receiving, storage, and cost control; review invoices and packing slips for accuracy.
• Ensure deposits, payments, and basic financial documentation are completed correctly.
• Assist with weekly and monthly clinic reports
• Support budget awareness by ensuring appointments are scheduled, confirmed, and not canceled unnecessarily.
• Train, mentor, and support clinic staff and volunteers; participate in performance reviews and corrective actions with the Clinic Director.
• Ensure staff certifications, licenses, and required documentation remain current.
• Participate in staff meetings, training, and policy review.
• Respond to client concerns professionally and assist with follow-up as needed.
• Assist with front-desk operations including scheduling, client flow, payments, and invoicing when needed.
• Coordinate with Foster and Companion Animal Welfare teams to support medical care, scheduling, and intake needs.
• Communicate issues or urgent concerns to veterinarians and leadership promptly.
• Perform other duties essential to clinic operations as assigned.

• Strong verbal and written communication skills
• Excellent customer service skills
• Proficiency in Microsoft Office (required)
• Ability to work effectively with staff, adopters, and foster parents
• Strong attention to detail and follow-through
• Ability to work under pressure in a fast-paced environment
• Ability to have difficult or corrective conversations professionally

Education & Experience

• Associate degree or equivalent experience required
• Office administration experience required
• Managerial or supervisory experience required
• Experience with veterinary services or medical care preferred
• Experience with proper pet handling and restraint methods preferred

Skills & Abilities

• Strong leadership, interpersonal, staff development,…