Veterinary Clinic Coordinator II

University of Chicago; Chicago (IL); On-site; USD 60,000 - 75,000; Full time

Benefits offered by this job

Benefits eligible

Job summary

The University of Chicago’s BSD ARC - Veterinary Services seeks a Veterinary Clinic Coordinator II to plan and execute laboratory data collection and analysis, support clinical research, and coordinate daily clinic activities. You will work with clinic staff, principal investigators, sponsors, and external groups on scheduling, shipping, receiving, and related procedural tasks.

Under supervision, you will assist with billing and budgeting with the ARC Finance team, identify issues, implement

Qualifications

• Minimum requirement: a college or university degree in a related field.
• 2–5 years of work experience in a related job discipline.
• Strong organizational and communication skills.
• Good computer skills (Word/Excel) preferred.

Responsibilities

• Coordinate principal investigators’ surgical procedures, determine table times and sequencing with staff, and provide timely administrative support to clinical operations.
• Place orders for clinic equipment/supplies, monitor inventory, and track controlled substances.
• Assist in scheduling staff and coverage, prep animals for procedures, and monitor anesthesia as needed.
• Oversee shipping of equipment, manage billing documentation, and ensure SOPs are up to date.

Skills

Organizational skills

Communication skills

Computer skills

Education

Bachelor's degree in related field

Job description

About The Department

The mission of the Animal Resources Center (ARC) is to assist investigators in performing their animal research while ensuring appropriate and humane care of all laboratory animals. The Animal Resources Center (ARC) at The University of Chicago is responsible for the use and care of all research animals on campus. The ARC manages 6 facilities and a business office. Its sections are as follows: husbandry, maintenance, operations, veterinary care, finance and administration. The large animal clinic is responsible for all surgical procedures, animal health and welfare of USDA covered species. The ARC merged with the Office of Shared Research Facilities managing all of the BSD cores on campus.

Department

BSD ARC - Veterinary Services 1

Job Summary

The job plans and executes laboratory data collection and analysis to support clinical research, and assists in specialty research involving animals, MRI technologies, histology, among others. Under the direction of the Large Animal Clinical Services Director, the Veterinary Clinic Coordinator II supports, facilitates and coordinates the daily clinical activities of the clinic. This position works closely with clinic staff, principal investigators, departments, sponsors and other external groups to provide guidance on scheduling, shipping/receiving, ordering and other related aspects of procedural work in the clinic. The Veterinary Clinic Coordinator II also involves acting as a resource for clinical veterinarians with identifying issues/problems and implementing resolutions. Assists with billing and budget activities in conjunction with the ARC Finance team.

Responsibilities

• Responsible for coordinating principal investigators’ needs and expectations for each surgical procedure, determining the order of operations and table times with staff. Coordinate with other investigative groups if sharing patients/animals. Provide timely support to principal investigators by responding to routine administrative inquiries, assisting with clinic operations, and escalating complex issues as appropriate.
• Responsible for placing all clinic equipment/supply/consumable orders and ensure adequate inventory stock, and monitor controlled drug usage, expiration and disposition.
• Assist in coordinating staff schedules and weekend/holiday coverage rotation. Assist certified veterinary technicians with prepping animals for procedures and monitoring anesthesia when needed.
• Oversee equipment shipping for internal/external training laboratories, ensure operating room (OR) set ups are ready and complete, place animal orders, build and maintain relationships with vendors and responsible for scheduling all procedures and staff.
• Assist with electronic billing management system (Neo billing), coordinate participation in the radiation safety program. Manage animal intakes and process intake paperwork and ensure accuracy of documentation.
• Ensure Standard Operating Procedures are reviewed and up to date.
• Serve as the primary point of contact for scheduling the use of the ARC surgical clinic and coordinating equipment shipments. Assist with Good Laboratory Practice (GLP) studies and help maintain clinic readiness for USDA and AAALAC inspections by supporting compliance with institutional and regulatory requirements.
• Applies standard laboratory procedures to support clinical research studies, such as the preparation of reagents. Handles, processes, banks, and ships patient samples.
• Prepares quality and safety control measures for the laboratory, such as checks of equipment, temperature control, and documentation of quality improvement projects. Under a moderate degree of supervision, provides support to clinical research studies.
• Performs other related work as needed.

Minimum Qualifications

Minimum requirements include a college or university degree in related field.

Work Experience

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Preferred Qualifications

Experience

• 1-3 years of experience working in a veterinary environment or research laboratory strongly preferred.
• Clinical skills preferred (i.e. blood draw, intravenous injection, etc.).
• Animal care exposure, in a veterinary practice or research environment strongly preferred.

Preferred Competencies

• Strong organizational and communication skills strongly preferred.
• Good computer skills, familiar with Word and Excel strongly preferred.
• Demonstrated responsibility, reliability and professionalism strongly preferred.
• Ability to work independently as well as collaboratively within a team strongly preferred.

Working Conditions

• Ability to use a computer for extended periods.

Application Documents

• Resume (required)
• Cover Letter (preferred)

The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.

Job Family

Research

Role Impact

Individual Contributor

Scheduled Weekly Hours

40

Drug Test Required

No

Health Screen Required

Yes

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$60,000.00 - $75,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case‑by‑case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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