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About the Role
The Administrative Assistant provides comprehensive administrative and operational support to the Hospital Administrator, ensuring the efficient day-to-day operation of the hospital. This role coordinates schedules, communications, projects, and documentation, serving as a key resource for staff and external partners in a fast-paced veterinary healthcare environment.
Responsibilities
- Provide administrative support to the Hospital Administrator, including calendar management, meeting preparation, correspondence, project tracking, and departmental follow-up.
- Assist with employee onboarding, recruitment, training records, compliance requirements, timekeeping, leaves of absence, and separation processes.
- Coordinate veterinarian schedules, PTO, continuing education, relief coverage, travel, and related logistics.
- Maintain confidential personnel, payroll, operational, and compliance records.
- Develop and organize SOPs, forms, tracking tools, shared documents, and filing systems.
- Coordinate meetings, interviews, employee events, hospital programs, vendors, administrative ordering, and IT requests.
- Prepare and distribute internal communications, reports, presentations, and educational materials.
- Support staff recognition, engagement activities, training programs, and hospital-wide initiatives.
- Assist the Community Engagement Manager with communications, website updates, social media, and branded materials as needed.
- Monitor deadlines, identify potential concerns, and promptly escalate time-sensitive matters to the Hospital Administrator.
- Maintain professional communication and protect the confidentiality of employee, client, patient, financial, and business information.
- Perform other administrative and operational duties as assigned.
Requirements
- Previous experience in an administrative, executive support, office management, or similar position required.
- Experience in a veterinary, healthcare, or fast-paced service environment preferred.
- Experience supporting human resources, payroll, scheduling, or operational processes.
- Strong proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
- Experience with Canva or a similar design platform.
- Technologically proficient and comfortable learning new systems and software.
- Exceptional organizational and time-management skills.
- Ability to manage competing priorities and meet deadlines in a fast-paced environment.
- Strong written, verbal, and interpersonal communication skills.
- Excellent attention to detail and consistent follow-through.
- Ability to work independently, take initiative, and anticipate leadership needs.
- Ability to collaborate effectively with veterinarians, managers, employees, and external partners.
- Professional judgment and practical problem-solving skills.
- Ability to remain calm, flexible, and solution-focused when priorities change.
- Comfort with facilitating group trainings, meetings, and hospital-wide initiatives.
- Ability to create clear, professional communications and administrative materials.
- Commitment to maintaining a positive, professional, and respectful workplace.
- Hiring eligibility may be contingent to a candidate authorizing and completing a satisfactory pre-employment screening.
Skills
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)
- Canva or similar design platform
- Administrative Support
- Operational Support
- Calendar Management
- Meeting Preparation
- Correspondence
- Project Tracking
- Employee Onboarding
- Recruitment Support
- Training Records Management
- Compliance Requirements
- Timekeeping
- Leave of Absence Management
- Separation Processes
- Schedule Coordination
- PTO Coordination
- Continuing Education Coordination
- Travel Logistics
- Record Maintenance (Personnel, Payroll, Operational, Compliance)
- SOP Development
- Document Organization
- Filing Systems
- Meeting Coordination
- Interview Coordination
- Event Coordination
- Vendor Management
- Administrative Ordering
- IT Request Management
- Internal Communications
- Report Preparation
- Presentation Preparation
- Staff Recognition Support
- Engagement Activity Support
- Community Engagement Support
- Website Updates
- Social Media Support
- Branded Materials Creation
- Deadline Monitoring
- Confidentiality Management
- Professional Communication
- Problem-Solving
- Time Management
- Organizational Skills
- Interpersonal Skills
- Attention to Detail
- Independent Work
- Initiative
- Collaboration
- Professional Judgment
- Flexibility
- Solution-Focused
- Facilitation Skills
Location
- Western NY area
Work Type
- Full-time
- Flexible hours
Experience Level
- Previous experience in an administrative, executive support, office management, or similar position required.
- Experience in a veterinary, healthcare, or fast-paced service environment preferred.
- Experience supporting human resources, payroll, scheduling, or operational processes.
Education Level
- Bachelor’s degree in business administration, healthcare administration, communications, human resources, or a related field preferred.
Salary/Compensations
- USD 19 - USD 23 - hourly
Benefits
- Flexible schedules
- Paid time off
- Quality benefits
- Continuing education opportunities
- Special rate employee pet care
- Shift differentials are applicable for certain positions and shifts.
- Comprehensive Benefits (health, dental, vision, liability, 401k & 401K matching program, life & supplemental insurance, HSA, & FSA)
- Employee Assistance Program
- Paid Vacation and Sick Time for ALL Employees
- Paid Bereavement Program
- Paid Parental Leave Program
- Competitive Compensation
- Continuing Education Allowance (applies to licensed/registered/certified roles)
- Tuition Reimbursement Program Available to any AVMA Accredited Veterinary Technology Program
- Career Development Opportunities
- Referral Bonus Program for most positions!
- Additional Benefits May Also Be Available (i.e. Personal Pet Discounts, Holiday Pay, Uniform Allowance, Bonuses etc.)
About the Company
- Compassionate Care Meets Cutting-Edge Veterinary Medicine at Orchard Park Veterinary Medical Center
- Orchard Park Veterinary Medical Center, or OPVMC for short, has been a trusted name in veterinary care in the Western NY area for over 60 years.
- Our experienced veterinarians and medical staff are dedicated to providing exceptional care for every pet who works through our door.
- Since OPVMC provides services 24 hours per day, we are always looking for highly motivated and dedicated professionals who may be interested in joining our team.
Equal Opportunity
- For additional details including our full equal opportunity statement, texting/outreach communication authorization, physical requirements of the job and more, please visit: https://allianceanimal.com/additionaljobdescriptiondetails/