Niagara Veterinary Emergency Clinic (NVEC)

Position: Part-Time Contract – 24–30 hours/week

Contract: 1 year, with potential for permanent employment

Schedule: Flexible; may include weekdays, evenings, weekends, and holidays

Compensation: $25.00–$32.00/hour, based on experience

About NVEC

Niagara Veterinary Emergency Clinic (NVEC) is a 24/7 emergency and critical care hospital dedicated to delivering high-quality, compassionate care to pets and their families when they need it most.

At NVEC, we are more than a hospital. We are a team united by our shared values of compassion, growth, positivity, equity, and teamwork. These values guide how we care for patients, support clients, and work together every day.

Position Summary The Medical Operations Coordinator provides operational and coordination support to the Medical Manager across inventory, scheduling, equipment, facilities, systems, and day-to-day hospital operations.

Working closely with and under the direction of the Medical Manager, the Coordinator helps ensure that operational processes, resources, and information are organized, accurate, timely, and well-coordinated. The Coordinator is responsible for completing assigned operational tasks, maintaining records, tracking requirements, coordinating follow-up, and supporting consistent communication across the hospital.

NVEC is intentionally designing this role as part of a two-person Operations team. During the first six months, the Medical Operations Coordinator will focus primarily on developing expertise in their core responsibilities while receiving structured cross-training in the Administration, HR & Finance Coordinator role. The goal is to develop sufficient knowledge of the other role to provide reasonable operational and administrative coverage when required.

This position is ideal for someone who is organized, proactive, resourceful, solutions-focused, and motivated by making a busy hospital run better.

How You Will Make an Impact

At NVEC, your work directly supports patient care and team success. You will:

- Demonstrate compassion by supporting a team caring for patients and clients during stressful and emotional situations.
- Contribute to growth by identifying opportunities to improve systems and processes.
- Bring positivity through a calm, practical, solutions-focused approach.
- Support equity by helping ensure processes are consistent and fair.
- Build teamwork by connecting people, information, resources, and priorities across the hospital.

Core Responsibilities Inventory & Supply Management

- Coordinate ordering, receiving, tracking, and stocking of clinic supplies.
- Maintain accurate inventory systems and support inventory counts and audits.
- Monitor inventory levels and anticipate supply needs.
- Liaise with vendors regarding orders, discrepancies, backorders, and product concerns.
- Maintain organized storage areas that support efficient clinical workflow.
- Work with Team Leads to identify changing clinical supply requirements.
- Identify opportunities to improve inventory efficiency and reduce waste.

Scheduling & Workforce Coordination

- Prepare and maintain staff and DVM schedules in partnership with the Medical Manager and Team Leads.
- Track vacation requests, absences, shift changes, and schedule adjustments.
- Assist with identifying scheduling gaps and staffing requirements.
- Communicate schedule changes clearly and consistently.
- Support fair, consistent, and transparent scheduling practices.
- Assist with maintaining appropriate operational coverage.

Equipment & Facilities Coordination





- Coordinate equipment maintenance, repairs, servicing, and vendor communication.
- Maintain equipment records and service schedules.
- Track facility maintenance requirements and follow up on outstanding issues.
- Support a clean, organized, functional, and safe hospital environment.
- Coordinate with vendors and contractors as required.
- Document and communicate equipment, facility, and maintenance concerns.

Operational Coordination

- Support the Medical Manager and Team Leads with operational planning and follow-up.
- Track outstanding operational tasks and coordinate follow-through.
- Coordinate information and priorities between shifts.
- Assist with implementing new processes, systems, and operational initiatives.
- Identify operational inefficiencies and recommend practical improvements.
- Support hospital projects and future expansion initiatives.

IT & Systems Support

- Act as a first point of contact for basic operational technology issues.
- Assist with troubleshooting systems such as AVImark.
- Coordinate with external IT and software vendors.
- Track IT equipment, licenses, and system updates.
- Support accurate and organized operational data.

Communication & Team Support

- Prepare operational communications and staff updates as directed.
- Coordinate meetings, agendas, and follow-up items as required.
- Support Team Leads with administrative and operational resources.
- Help promote consistency in processes and communication across shifts.
- Support the flow of operational information across the hospital.

Client & Frontline Support

- Provide backup support to the client care team during high-volume periods.
- Assist with client communication and follow-up when required.
- Help maintain a calm, compassionate, and professional client experience.

Cross-Training & Development During the first six months, the Medical Operations Coordinator will receive structured cross-training in the Administration, HR & Finance Coordinator role.

Cross-training may include exposure to:

- Payroll administration and staff time tracking.
- Accounts payable and invoice processing.
- Basic month-end financial processes.
- Employee onboarding and HR administration.
- Health & safety documentation and compliance.
- Employee records and administrative systems.

The purpose of this training is to build a broader understanding of hospital operations and enable the Coordinator to provide reasonable operational and administrative coverage during vacations, absences, and periods of increased operational demand. After the initial six months, the Medical Operations Coordinator will continue to focus primarily on Medical Operations responsibilities while providing reasonable support for essential administrative functions when required and as directed by the Practice Manager.

Role Accountability & Reporting Relationship The Medical Operations Coordinator reports directly to and works under the direction of the Medical Manager. The Coordinator is accountable for the accurate, timely, and organized completion of assigned operational and coordination responsibilities and for identifying and communicating issues, gaps, or requirements that require management attention.





The Medical Manager retains overall accountability, oversight, and decision-making authority for Medical Operations, including operational priorities, staffing and scheduling decisions, medical resources, equipment and facilities priorities, operational policies and procedures, and related management decisions. The Coordinator does not independently make management, staffing, scheduling, clinical, financial, policy, or other operational decisions unless specifically delegated by the Medical Manager.

The Medical Operations Coordinator works collaboratively with the Administration, HR & Finance Coordinator to support continuity, information sharing, and cross-coverage while maintaining the appropriate reporting relationship with the Medical Manager.

Qualifications

- Experience in veterinary, healthcare, operations, administration, or a related coordination role.
- Veterinary hospital experience is an asset.
- Experience with inventory, scheduling, facilities, or practice management systems is an asset.
- AVImark experience is considered an asset.
- Strong organizational and time-management skills.
- Strong communication and interpersonal skills.
- Ability to prioritize competing demands in a fast-paced environment.
- Strong attention to detail and follow-through.
- Comfortable working independently while contributing to a team.
- Proficiency with Microsoft Office and administrative systems.
- Willingness to learn responsibilities outside the primary role.

Core Competencies

- Communication & Collaboration
- Planning & Prioritization
- Accountability & Follow-Through
- Problem Solving
- Resourcefulness
- Adaptability & Resilience
- Integrity & Confidentiality
- Commitment to Growth
- Teamwork

Working Environment

- Quick-paced 24/7 emergency hospital.
- Regular interaction with animals and emotionally sensitive situations.
- Physical activity including standing, walking, and lifting up to 50 lbs.
- Exposure to biohazards, chemicals, and controlled substances.
- Flexibility to support evenings, weekends, and holidays as required.

Compensation & Benefits

- $25.00–$32.00/hour based on experience.
- One-year contract with potential for permanent employment.
- 24–30 hours per week.
- Health & dental benefits, where applicable.
- Employee & Family Assistance Program.
- Discounted pet care program.
- Uniform support.
- Professional development opportunities.
- Recognition programs.

Why Join NVEC? At NVEC, your work directly supports life-saving care and a high-performing team. You will be part of a workplace that prioritizes compassion in care, equity in practice, positivity in culture, teamwork in action, and growth in every role.

Accommodation

NVEC is committed to building a workplace grounded in equity, respect, and inclusion. In alignment with the Accessibility for Ontarians with Disabilities Act (AODA), accommodation is available throughout all stages of the recruitment and selection process.

If accommodation is required, please contact [email protected].

Pay: $25.00-$32.00 per hour

Expected hours: 24.0 – 30.0 per week

Benefits

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- In office parking

Application question(s):
- What experience do you have in veterinary, medical, or healthcare operations?

Please briefly describe your experience.
- What experience do you have with staff scheduling?

Please briefly describe your experience.
- What experience do you have with inventory, ordering, or equipment management?

Please briefly describe your experience.

Work Location: In person

📌 Medical Coordinator (Thorold)
🏢 Niagara Veterinary Emergency Clinic
📍 Thorold