Clinic – Director Clinic Operations | Full Time

Winnipeg Humane Society – Job Posting # 2024-09-19

Date: October 11th, 2024

Position Title: Director, Clinic Operations – Full Time
Department: Clinic

Reports to: Chief Operations Officer

Classification: Non-Union

Times & days of shifts could vary/change

Start Date: ASAP

Closing Date for Applicants: Open until filled

Position Summary:

The Director, Clinic Operations supervises and provides high level compassionate leadership and oversight for the Senior Veterinarians, the Outreach Veterinarian, the Manager, Clinic Operations, Manager, Clinic Medical, and the Manager, One Health. The Director, Clinic Operations will work in consultation with the Senior Veterinarians to ensure they lead, mentor, coach, guide, and direct all Veterinarians and RVTs within the WHS Clinic. Strategic direction, sustainable succession planning, financial management, and optimal leadership for the Clinic Operations, Clinic Medical, and the One Health portfolio are key areas of responsibilities.

Reporting to the Chief Operations Officer, the Director, Clinic Operations is expected to plan and operationalize the departments strategic priorities, independently carry out the established responsibilities of the position while also working directly and collaboratively with all department heads and staff.

Who we are:

• One of the oldest registered Non-Profit charities in Manitoba funded primarily by donations and events.
• An innovative community service organization committed to protecting animals from suffering, and to promoting their welfare and dignity.
• A team of generous partners, donors, hardworking volunteers and committed staff united in the belief that every animal deserves dignity and love.
• One of the largest and more recognized animal shelter and welfare organizations in Canada.
• Always growing, changing, and adapting to meet the expectations of the community and the needs of Winnipeg’s animal population.

RESPONSIBILITIES SPECIFIC TO THE JOB LEVEL

Leadership

• Participate in goal setting for the Department and staff, and consistently monitor and report on performance.
• Lead planning to best develop and organize staff to meet priorities and objectives, focusing on ways to best leverage the strength of existing team members.
• Support team members through positive coaching and feedback, building a work environment which reflects the WHS values and culture.
• Ensure a friendly and professional environment to enhance courteous service; ensure clean, attractive, and organized work areas.
• Provide input into recruitment needs. Participate in the recruitment, interview, and selection of new team members.
• Develop a retention strategy and lead retention activities.
• Lead the annual performance review process with direct reports, ensuring consultation with supervisor and others within the WHS with whom the incumbent may work.
• Take responsibility to ensure training plans are developed and play a strong role to support training and staff development. Delegate direct staff supervision to managers where appropriate.
• Consult with the supervisor (COO) on performance-related issues to confirm corrective action. Lead corrective action in consultation with supervisor and human resources manager.
• Be guided by and guide by empathy and being trauma informed with a harm reduction lens for true community service.

Management

• Support the planning, coordination, and management of Department operations in alignment with the WHS and departmental strategy and priorities, per established policies.
• Coordinate departmental and team meetings in consultation with supervisor and direct reports.
• Provide input into assessing situations to determine the importance, urgency, and risks, and make clear recommendations which are timely and in the best interests of the WHS.
• Provide input into the development of policies and practices. Lead the implementation of and support evaluation of operational processes and procedures, following relevant standards.
• Understand and lead the implementation of best practices.
• Lead and delegate, as appropriate, Management and Director meetings.

Financial

• Monitor, complete and provide regular reports and budget as needed.
• Ensure an appropriate file and records system exists and is maintained.
• Provide draft of proposed annual departmental budget to Finance for approval.
• Directly manage and maintain direct responsibility over the budget within own area of control.
• Provide input on asset management including maintenance of inventory, storage, handling and documentation of all supplies as well as proper functioning and lifecycle management of all equipment within the department.

Business Development

• Support research and business development by providing input and directly supporting emerging or existing initiatives.
• As delegated, assume responsibility over and directly manage business development activities or initiatives per established plan.
• Monitor and report on outcomes of business development activities.
• Make recommendations related to additional opportunities for business development.

RESPONSIBILITIES SPECIFIC TO THE ROLE

Clinic Operations

• In consultation with the Senior Vets, Vets, and Vet Techs, develop medical protocols and guidelines for medical care/feeding/welfare of animals, with special attention being paid to minimizing animal stress and decreasing length of stay.
• Liaise with other groups requesting services from the Winnipeg Humane Society.
• Provide input, through the guidance of the Senior Vets, on maintenance of proper supply inventory, storage, handling and documentation of all substances, supplies, and proper functioning of all medically related equipment within the department.
• Provide input, through the guidance of Senior Vets, on the ordering of veterinary supplies and equipment from specific vendors who provide WHS with good service, products, and maintenance at the lowest possible costs.
• Assure complete surgical, complication, mortality, and controlled drug logs and individual patient medical records are kept.
• Along with the Senior Vets, conduct research on best practices for animal shelters in veterinary medicine and animal protection issues.
• Monitor adherence to rules, regulations, and procedures.
• Support and coordinate the recruitment of Veterinarians, RVTs, etc. with the assistance of the Senior Vets.
• Develop and secure a sustainability and growth plan for the WHS Clinic and One Health portfolio.
• Approve work schedules and professional development for staff. Work directly with the Managers to ensure appropriate departmental succession planning and oversight for optimal coverage during vacation times, sick times, and vacancies.
• Monitor and evaluate performance, in conjunction with the Senior Vets for the Vet and RVT positions.

One Health

• Provide direction and guidance to the Manager, One Health in their efforts to liaise with Manitoba communities to provide access to veterinary care through the education and coordination of One Health initiatives.
• Mentor, coach, and guide the Manager, One Health, through methods to properly performance manage employees and volunteers working remotely for the organization.
• Monitor and evaluate the One Health outcomes in alignment with the strategic plan to provide appropriate key performance indicator measures to the leadership team. In addition to the ensuring appropriate Indigenous teachings and reconciliation training.

Other management duties that arise in the course of leading, organizing, controlling the operations of the Department, or assigned by the 'C-Suite'.

ACCOUNTABILITIES

• Part of the Senior Management Team, the role is directly responsible for the development and integration of strategy and direction of the Department's operations and supervision of the team.
• The incumbent establishes methods and procedures for attaining specific goals and objectives and receives guidance on broad goals and objectives.
• Maintain confidentiality on all matters pertaining to the Winnipeg Humane Society.

QUALIFICATIONS & EXPERIENCE

The following are mandatory qualifications and experience for this role:

Specific to the job level

• Post secondary education in a relevant discipline.
• Minimum 5 years of management experience and performance management.
• Experience in planning, leading, and managing development projects, including coordinating with peers to achieve desired outcomes, and tracking and reporting on progress to senior Executives/Board of Directors.
• Access to a vehicle and valid Manitoba driver’s license.

Specific to the role

• Experience with animal sheltering, rescue groups or veterinary medicine.
• Strong knowledge of preventive maintenance including best safety practices.
• Leadership experience in an organization of similar size and complexity.
• The following qualifications and experience are desired and would be considered assets:

o Doctor of Veterinary Medicine (DVM) degree, Registered Veterinary Technician (RVT) certification, or minimum 5 years of experience managing in a shelter or veterinary medicine clinic.

o Experience working in a non-profit environment.

KNOWLEDGE & SKILLS

The following are mandatory knowledge and skills for this role:

Specific to the job level

• Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
• Skilled at establishing and cultivating strong relationships across different levels of the organization and externally.
• Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolutions.
• Performance management and mentorship.
• Ability to understand, create and work within a budget.
• Ability to motivate staff.

Specific to the role

• Strong customer service skills.
• Working knowledge of animal behavior and medical issues.
• An understanding, appreciation, and practical experience in modern shelter medicine.
• The following knowledge and skills are desired and would be considered assets:

o Knowledge of domestic, wild and farmed animals regarding animal welfare issues.

o Bilingual (English/French).