Veterinary Administrative Assistant

Alliance Animal Health; United States; On-site; USD 26,000 - 32,000; Full time

Benefits offered by this job

Health benefits

401k matching program

Paid time off

Continuing education allowance

Tuition reimbursement

Job summary

Orchard Park Veterinary Medical Center in Western NY is seeking an Administrative Assistant to support the Hospital Administrator and oversee day-to-day operations. The role requires high organization, discretion, and proficiency with payroll-related tasks and confidential data.

You will coordinate schedules, onboarding, communications, and SOP development, while supporting HR, payroll, and IT requests. A bachelor’s degree and strong MS Office skills are required.

Qualifications

• Bachelor’s degree in business administration, healthcare administration, communications, human resources, or a related field preferred.
• 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.

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 escalation time-sensitive matters for Hospital Administrator
• Maintain professional communication and protect confidentiality of employee, client, patient, financial, and business information.
• Perform other administrative and operational duties as assigned.

Education

Bachelor’s degree in business administration, healthcare administration, communications, human resources, or related field

Tools

Microsoft Office

Outlook

Canva

Teams

Job description

Company Description

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. We offer competitive benefits including flexible schedules, paid time off, quality benefits, continuing education opportunities, special rate employee pet care, and more! Shift differentials are applicable for certain positions and shifts.

Job Description

The Administrative Assistant provides comprehensive administrative and operational support to the Hospital Administrator and helps ensure the efficient day-to-day operation of the hospital. This position coordinates schedules, communications, projects, documentation, and hospital-wide initiatives while serving as a resource for managers, employees, veterinarians, and external partners.

The right candidate will be highly organized, dependable, technologically proficient, and capable of managing multiple priorities in a fast-paced veterinary healthcare environment. Because this position regularly handles payroll, personnel, financial, and operational information, a high level of professionalism, discretion, and confidentiality is essential.

Job duties include, but are not limited to:

• 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 escalationtime-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.

Qualifications

Education and Experience

• Bachelor’s degree in business administration, healthcare administration, communications, human resources, or a related field preferred.
• 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.

Knowledge, Skills, and Abilities

• 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.

Additional Information

Schedule: Mon-Fri, 8-4:30pm, with the possibility of flexible hours since our hospital is open 24/7

Pay Range: $19 - $23/hr. depending on level of experience

We offer our staff:

• 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.)

Hiring eligibility may be contingent to a candidate authorizing and completing a satisfactory pre-employment screening

*Note – some benefits may only be available to or vary slightly for full time employment status vs part time status.

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/