Niagara Veterinary Emergency Clinic (NVEC)

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

Contract: 1 year, with potential for permanent employment

Schedule: Primarily Sunday and weekdays, with flexibility to support the needs of a 24/7 hospital

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

Position Summary The Administration, HR & Finance Coordinator provides administrative and coordination support to the Practice Manager across human resources, payroll, finance, health and safety, compliance documentation, and general administration.

Working closely with and under the direction of the Practice Manager, the Coordinator helps ensure that administrative processes are organized, accurate, timely, and well documented. The Coordinator is responsible for completing assigned administrative tasks, maintaining records, tracking deadlines and requirements, preparing documentation, and following up on outstanding items.

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

This position is ideal for someone who is organized, detail-oriented, discreet, dependable, and comfortable managing confidential information and competing priorities.

How You Will Make an Impact

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

- Demonstrate compassion by supporting employees and leaders with professionalism and empathy.
- Contribute to growth by helping improve administrative systems and processes.
- Bring positivity through a dependable, solutions-focused approach.
- Support equity through consistent, fair, and accessible administrative processes.
- Build teamwork by ensuring employees and leaders have accurate information and timely administrative support.

Core Responsibilities Accounting & Financial Administration

- Process and track accounts payable invoices.
- Assist with accounts receivable documentation and tracking.
- Prepare documentation and information required for month-end financial processes.
- Assist with reconciliations and follow up on discrepancies.
- Maintain accurate and organized financial records.
- Prepare routine financial reports and documentation as requested.
- Gather and organize information required for audits and Board reporting.
- Provide administrative support to the Practice Manager with financial processes and reporting.

Payroll Administration

- Collect and verify employee timekeeping information.
- Prepare payroll documentation for review and processing.
- Track vacation, statutory holiday, and other payroll-related information.
- Identify and follow up on payroll discrepancies.
- Maintain confidentiality of payroll and compensation information.
- Support accurate and timely payroll processing.
- Maintain organized payroll records and documentation.

HR Administration

- Maintain confidential employee records in accordance with applicable legislation and NVEC policies.
- Coordinate administrative aspects of employee onboarding and offboarding.
- Track required training, certifications, and employee documentation.
- Prepare and maintain employment-related documentation as directed.
- Assist with policy updates and employee communications.
- Coordinate meetings, agendas, documentation, and follow-up.
- Support employee engagement and recognition initiatives.




- Assist the Practice Manager with HR administrative processes and projects.
- Maintain accurate and timely HR records.

Health & Safety

- Maintain health and safety documentation and records.
- Support the administration of OHSA and WHMIS requirements.
- Maintain incident, inspection, and training records.
- Coordinate required health and safety training and documentation.
- Support health and safety meetings and track follow-up items.
- Assist with onboarding employees on safety procedures.
- Monitor training and documentation requirements.
- Assist with maintaining current workplace health and safety documentation.

Administrative Coordination

- Maintain organized electronic and physical records.
- Coordinate meetings and track action items.
- Prepare reports, documents, and administrative materials as requested.
- Assist the Practice Manager with Board preparation and reporting.
- Support internal communications.
- Maintain administrative calendars, deadlines, and follow-up.
- Support the Practice Manager with special projects and administrative initiatives.

IT & Administrative Systems

- Support administrative systems and user access as directed.
- Assist with basic administrative technology issues.
- Maintain organized digital files and documentation.
- Support accurate employee and administrative data.
- Coordinate with external vendors when requested.
- Escalate system, access, security, or technology concerns as appropriate.

Team & Client Support

- Provide administrative support to Team Leads and managers.
- Assist with staff communications and operational updates as directed.
- Provide backup frontline administrative support during high-volume periods when required.
- Help maintain a professional, respectful, and supportive environment.
- Direct employee or operational concerns requiring management decisions to the appropriate manager.

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

Cross-training may include exposure to:

- Inventory ordering, receiving, and tracking.
- Staff and DVM scheduling.
- Equipment maintenance and service tracking.
- Facilities and vendor coordination.
- Operational workflow and shift coordination.
- Practice management systems such as AVImark.
- Operational communications and follow-up.

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

Role Accountability & Reporting Relationship The Administration, HR & Finance Coordinator reports directly to and works under the direction of the Practice Manager. The Coordinator is accountable for the accurate, timely, and organized completion of assigned administrative and coordination responsibilities and for identifying and communicating issues,



discrepancies, risks, or outstanding requirements that require management attention.

The Practice Manager retains overall accountability, oversight, and decision-making authority for HR, payroll, finance, health and safety, compliance, workplace policies, employment decisions, Board and organizational reporting, and operational priorities. The Coordinator does not independently make management, employment, financial, policy, or compliance decisions unless specifically delegated by the Practice Manager.

Qualifications

- Experience in administration, accounting, payroll, HR, healthcare, veterinary, or a related environment.
- Experience with bookkeeping, accounts payable, payroll, or month-end processes.
- Strong attention to detail and accuracy.
- Experience handling confidential information.
- Knowledge of Ontario employment and health and safety requirements is an asset.
- Veterinary or healthcare experience is an asset.
- Experience with payroll or accounting software is an asset.
- Strong Microsoft Office skills.
- Excellent organizational and time-management abilities.
- Ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills.
- Ability to work collaboratively under the direction of a manager.
- Willingness to learn responsibilities outside the primary role.

Core Competencies

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

Working Environment

- Fast-paced 24/7 emergency hospital.
- Regular interaction with employees, clients, and veterinary professionals.
- Work may involve emotionally sensitive situations.
- Primarily administrative/office-based with regular interaction throughout the hospital.
- Flexibility to support occasional evenings, weekends, and holidays as operational needs require.

Compensation & Advantages

- $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
- On-site parking

Application question(s):
- What experience do you have managing administrative tasks and deadlines?

Please briefly describe the types of administrative responsibilities you have handled.
- What experience do you have with payroll or accounting?

Please briefly describe the tasks you have personally handled.
- What experience do you have in Human Resources?

Please briefly describe your experience with employee records, onboarding, offboarding, training, or other HR duties.

Work Location: In person

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