Please make sure to attach your resume to complete your application.

Summary:

ASPCA Spay/Neuter Alliance (ASNA) is the premiere training center for high-quality, high-volume companion animal sterilization. Altering 25,000 shelter, rescue, and publicly owned companion animals annually, ASNA has trained more than 6000 veterinary professionals and fourth year veterinary student externs at our campus in Asheville, NC since 2005. ASNA is proud to set the bar for the standard of care in HQHVSN and provide world-class spay and neuter surgical instruction to veterinary professionals and students.

The Specialist, Client, and Data Management (SCDM) performs a wide range of administrative and data management duties including day-to-day administrative/office support and high-level data and project management. In collaboration with other members of the operational workstream, the SCDM strives to maximize productivity and manage workflow for the Operations Team as well as oversee special projects as assigned. This position assumes the title “resident expert” of the facility’s online software for patient records and is responsible for prioritizing and batching information for data entry, completing information analysis for data audits, and producing requested reports from the records. Fundamental expectations for this role are possessing exceptional communication skills, demonstrating the ability to work in a fast-paced environment with a high level of accountability, embracing the values of ownership and teamwork, consistently proving an ability to meet deadlines, and providing follow-through with a sense of urgency, enthusiasm, and transparency. This position reports to the Manager, Project, Data, and Office Operations (MPDOO) and is based in Asheville, North, Carolina.

Responsibilities:

Responsibilities will include, but are not limited to:

Office and Data Management (40%)

• Prepare and complete daily deposit worksheets and bank deposits (cash, check, CC), including balancing and reconciling daily receipts, and input into CHQ.

• Perform revenue reporting and reconciliation functions for the Finance Department.

• Process all operational, medical, and facilities invoices for the campus, with special attention to detail regarding pricing consistency, non-profit discounts, and inventory

• Enter patient and client data, including recheck information, into the patient management software as needed

• Verify entered customer and account data by reviewing, correcting, deleting, or reentering data; combining data from multiple systems when account information is incomplete; purging/merging client files to eliminate duplication of data

• Ensure complete and accurate records exist for all patients including rabies certificates, discharge paperwork, and medical records

• Manage and route email and postal mail

• Lead employee engagement and recognition efforts in new and creative ways

• Purchase and inventory office and operating supplies

• Cross-train and maintain full working knowledge of all office and data management support functions

• Provide regular and back up support as needed for the Manager, Project, Data, and Office Operations

Client Support and Relations (55%)

• Represent the ASPCA in a professional and courteous manner at all times

• Build trusting relationships with clients and maintain a positive attitude throughout all interactions and communications

• Fulfill daily greeter role with the Operations Team and direct flow of clients during intake and release

• Provide clients with required electronic paperwork and ensure it is properly completed

• Resolve client service issues within established guidelines

• Collect deposits and payments for services prior to or at the time they are rendered and keep them secure, record payments in the computer system, apply refunds as necessary, invoice as necessary, and maintain security of payment information at all times

• Provide timely and courteous management all public client communications – telephonic, email, and via the patient management system

• Utilize the cloud-based client management system efficiently and effectively – schedule/change appointments, create and view client records, manage financial transactions, enter clients in CHQ, run various financial and informational reports

• Discreetly handle confidential client information such as credit card numbers and personally identifiable information with adherence to all ASPCA privacy policies and Payment Card Industry Data Security Standard (PCI DSS).

Professional Development and Organizational Support (5%)

• Ability and commitment to operate in alignment with our Core Values of Commitment, Ownership, Team, Elevate, and Impact!

• Enforce all policies related to operational and environmental safety of patients, staff, and visitors related directly to administrative operations

• Serve in any role qualified for as needed and support all daily operational processes to complete the day’s surgeries and training program goals successfully and safely

• Fully engage and participate in the self-performance management process including annual reviews, regular feedback sessions, required compliance training, and goal setting

• Actively seek individual development opportunities in relation to job function

• Travel up to 15% as needed

• Under the supervision of the MPDOO, and in respect to administrative operations, encourage and advocate for:

  • Smooth and efficient operation of ASNA surgical, medical, and training programs

  • Program policies and strategies that support ASNA’s high standards of quality and best practices

  • All aspects of operations are enforced with campus wide consistency and adhere to all federal, state, and local regulations

  • A positive learning environment across campus supportive of ASNA culture

• Participate in assigned ASNA department and program specific projects, cross-departmental working groups, and any other assigned commitments to support ASPCA’s 2030 goals

• Perform all other duties as assigned by the MPDOO or the ASNA Senior Leadership Team`

Qualifications:

• Exemplifies the ASPCA’s Core Values:

  • Has Commitment and dedication to improving the lives of animals

  • Demonstrates Ownership and feels responsible for outcomes

  • Believes in Team – that we are stronger together

  • Seeks to Elevate others and reimagine what is possible

  • Focuses on Impact, specifically making change for animals

• Possess skillful, transparent, and diplomatic interpersonal communication skills with a focus on superior customer service

• Ability to build solid relationships with colleagues, clients, and vendors

• Ability to plan, organize, and multitask effectively and efficiently

• Possess advanced computer skills including strong Microsoft office skills, especially in Word and Excel, and experience working with clinical management databases and project management programs.

• Possess skill and confidence in all manner of technology

• Proficiency in typing of a minimum of 85 WPM with 90% accuracy

• Ability and willingness to contribute to and accept constructive changes to policies, protocols, or methods.

• Ability to multitask and deal professionally with high levels of stress in an environment of changing daily operational priorities

• Ability to work in both a team environment and independently

• Ability to work in physically and mentally challenging conditions

• Flexibility in schedule to accommodate program needs, which could include varied daily shifts, weekends, evenings, and holidays

• Ability to understand that patient death is a regrettable but an inevitable part of the medical profession and adopt a healthy coping strategy for such events

• Possess valid NC driver’s license

• Ability to lift 35 lbs/16 kgs without assistance and over this weight with assistance, and the ability to stand, bend, lift, and climb during the course of a regular work shift

Education and Work Experience:

• High school diploma, GED, or equivalent

• Minimum 2 years in data entry

• Minimum 2 years with Microsoft office skills and data management systems

• Minimum 1 year with online project management programs or transferable project management skills

• Minimum 1 year in organizational and administrative operations and basic accounting procedures

• Preferred experience in a clinical veterinary setting or animal shelter/welfare/control operation

• Fear Free Shelter certification within 60 days of hire

Qualifications:

Language:

Education and Work Experience:

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws. A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA. Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

Please don’t forget to attach your resume to complete your application.

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.