Veterinary Administrative Assistant

Animal Care Centers of NYC; New York (NY); On-site; USD 45,000 - 52,000; Full time

Benefits offered by this job

PTO

Health insurance

401K

Life Insurance

Training and development

Job summary

Animal Care Centers of NYC is seeking a data-entry focused team member for the Veterinary Services Department. This role ensures proper entry of intake exam data into the medical records system and supports cross‑department collaboration.

You will schedule surgeries, assist QA flags, maintain patient records and paperwork for transfers, and help with newborn kitten care. Experience in a veterinary setting or clerical work is preferred.

Qualifications

• High School Diploma or GED required.
• At least 1 year in a veterinary setting or in a clerical/administrative role.
• Able to lift at least 50lbs and stand for prolonged periods.

Responsibilities

• Enter intake exam data into the medical records system.
• Review and complete Quality Assurance flags with the team.
• Schedule animals for surgeries, appointments, and exams.

Skills

Data entry

Administrative support

Scheduling

Computer skills

Attention to detail

Communication skills

Education

High School Diploma or GED

Tools

Shelter Buddy

Job description

The working schedule for this position is from Sunday-Thursdays with Friday and Saturday off.

Who We Are

ACC is one of the nation’s largest open-admission animal shelters, whose mission is to End Animal Homelessness in NYC. We touch the lives of nearly 20,000 animals each year. ACC is more than an animal shelter; we are a resource to the community, always seeking ways to keep the human-animal bond intact. With a 90% placement rate, our progressive, life‑saving initiatives contribute to the successful placement of our animals.

We strive to find loving homes for homeless and abandoned cats, dogs, guinea pigs and rabbits, both by adopting animals directly to the public and by partnering with more than 200 dedicated animal placement organizations (our New Hope partners). We also help keep NYC communities safe and rescue animals in need, responding to emergencies that involve animals as well as keeping our doors open 24/7 for people and animals in need.

Summary

This position will ensure proper entry of data into our animal database software system and participate in the collaboration with all departments to maintain compliance with paperwork requirements, information collection and distribution along with other technical tasks. Record keeping for all animals entering the shelter is a vital responsibility which ensures the accuracy of information communicated to our adopters, fosters, rescue groups, partners and volunteers. You will be working primarily with our Shelter Intake Team which medically screens, implements preventative care measures and processes the animals coming into our shelter. This is primarily a data entry position with some opportunity to directly interact with our animals.

Required Qualifications:

• High School Diploma or GED required.
• At least one of the following:
  • Minimum 1 year experience in a veterinary setting – receptionist, client care, administrative assistant
  • Minimum 1 year in a clerical setting
• Able to lift at least 50lbs and stand for prolongs periods of time.

ACC values work/life balance and offers a generous paid‑time‑off (PTO) package that includes vacation time, birthdays off, personal days and sick pay. We also value physical and mental health by offering a great open access Cigna medical, dental and vision insurance at a low premium to our employees as well as 401K and Pension, Life Insurance. We also have on‑the‑job training for 2-4 weeks, periodic all staff trainings to include safety, DEI, cross training, and other growth opportunities.

Because ACC is a nonprofit, employees may be eligible for loan forgiveness, cancellation, and/or consolidation under the Public Service Loan Forgiveness program (PSLF). Created under the College Cost Reduction and Access Act of 2007, PSLF allows borrowers who work full time for nonprofits and government agencies to have their outstanding debt forgiven tax‑free on Federal Direct Loans, after making 120 qualifying monthly payments under a qualifying repayment plan.

Please use this link for more details on our benefits package.

Essential Job Functions:

• Entering all intake exam treatment data to medical record.
• Assisting in reviewing and completing all Quality Assurance Team flags.
• Scheduling animals for upcoming surgeries, appointments, exams.

Other Responsibilities:

• Helps administer medications to patients.
• Maintaining database for patient records, certificates and waivers.
• Completing all necessary paperwork for off‑site transfers.
• Assists in bottle feedings of newborn kittens housed in incubators.
• Assist vet services team with general requests
• Fear Free Shelter certification is required within 30 days of hire.
• Other tasks as assigned by supervisor.

Preferred Qualifications:

• Some college experience preferred.
• Ability to excel in a fast‑paced, often high stress environment.
• Treats animals and people with respect.
• Good written, oral communication skills and computer skills.
• Basic understanding of medical terminology.
• Attention to detail and ability to focus while multitasking.
• Familiarity with animal database software, Shelter Buddy a plus.
• Comfortable with animals and basic handling preferred.
• Dependable, reliable, and efficient.

At ACC it's all hands‑on deck. We work together as a team, which means you may be asked to help with tasks that involve working outside in all sorts of weather. As a busy animal shelter in one of the biggest cities in the world it can get noisy inside. Employees should have the ability to remain calm yet professional in stressful situations involving animals and/or members of the public. ACC houses hundreds of animals in its facilities at any given time and with that comes fur, odors and other airborne particles in abundance.

ACC offers many low‑cost services to pets and people in need. This includes compassionate end‑of‑life services for people who cannot afford to go to a private veterinary office but still want to provide a professional and peaceful transition for their beloved pet.

This position is based within the Veterinary Services Department at a specific ACC location but flexibility to work at other locations may occasionally be required.

Reports To: Veterinary Team Manager

Overtime: This is a non‑union position and is eligible for overtime.