Senior Manager of Animal Hospital Administration

Summary:

Overview

As the Senior Manager of AAH Administration at the ASPCA Animal Hospital (AAH), you are a driving force behind the care that saves and improves lives every day. By leading hospital scheduling, controlled drug oversight, and equipment coordination, you ensure our clinical teams have what they need—when they need it—to deliver exceptional, safe, and compliant care. Partnering closely with medical leadership and frontline staff, you keep the hospital running seamlessly behind the scenes, removing obstacles and strengthening systems so technicians and hospital veterinary assistants can focus fully on healing, comfort, and compassion for every animal who depends on us.

Who We Are

AAH provides expert, urgent medical care to some of NYC’s most vulnerable animals. As a component of the NYC safety net system, we provide subsidized care for animals whose owners are experiencing financial challenges and cannot otherwise afford medical care for their pet. We also provide medical care for animals who come to us through our internal partners, including victims of cruelty and neglect, as part of our partnership with the NYPD. 

AAH is passionate about minimizing fear, anxiety, stress, and pain in our patients. Team members in this position are responsible for providing services and communication to clients, members of the public, co-workers, and patients that are consistent with our practice’s standards and Fear Free values.

What You’ll Do

The Senior Manager of AAH Administration reports directly to the Senior Director, Floor Managers, and has 0 direct reports.

The Senior Manager of AAH Administration serves as the central administrative and operational coordinator for AAH medical operations. This role ensures the smooth day-to-day function of medical teams by overseeing scheduling, payroll, dependability tracking, controlled substance compliance, and equipment logistics. The position partners closely with medical leadership to support staff, maintain compliance, and provide structure to meet the needs of the current animal population.

Your leadership will be instrumental in building team resilience, driving accountability, and maintaining a service environment that reflects the ASPCA’s core values of compassion, excellence, and commitment to animal welfare.

Where and When You’ll Work

• This position is Monday-Friday 9:00am-5:00pm onsite at our 92nd Street location. This is a full-time position. Weekends may be required. Position may require occasional flexibility and occasional overtime.

What You’ll Get

Compensation

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future.

The target hiring range for this role is $43.27-$45.68 hourly.

Benefits

At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include, but are not limited to:

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

Responsibilities:

Responsibility buckets are listed in general order of importance. They include, but are not limited to:

Schedule Management

• Develop, maintain, and communicate weekly employee schedules, rotating floater schedules, and coverage for overtime needs.

• Assign holidays by seniority in accordance with organizational policy.

• Receive, review, and approve PTO requests, PTO returns, and shift swaps while ensuring appropriate coverage.

• Identify and assign staffing based on required handling skills and medical skills.

• Document shift changes and ensure accurate schedule updates.

• Make ongoing recommendations for improvements to scheduling and staffing protocols.

• Support Critical Shift pay processes and documentation as needed to maintain safe staffing levels.

• Schedule and support staff attendance to all meetings and continuing education (CE).

• Maintain, coordinate, and communicate training schedules for medical staff.

• Support onboarding and ongoing training logistics for new hires, full-time staff, and LVT interns/externs in partnership with leadership and training teams.

Attendance & Payroll Oversight

• Track employee attendance and communication adherence to ASPCA’s Dependability Policy to the management team.

• Review and approve payroll and reconcile scheduling, overtime, and attendance records.

• Monitor patterns related to attendance, overtime, and staffing gaps and elevate concerns as appropriate.

Equipment, Supplies & Facilities Support

• Oversee day-to-day medical equipment and supply needs.

• Track warranties and coordinate repairs or replacements as needed.

• Maintain an upkeep and maintenance schedule for medical equipment in collaboration with facilities and vendors.

• Communicate equipment issues with staff and managers promptly.

• Manage the medical waste and sharps pickup processes.

• Manage all aspects of controlled substance ordering, inventory, and reporting.

• Maintain oversight of Controlled Substance Reporting and ensure compliance with all DEA regulations.

• Maintain accurate DEA records and documentation.

• Manage oversight of the biannual controlled drug inventory, cycle counting & PMP.

• Oversee technician Cubex registration, access, and required training.

• Investigate and reconcile any controlled drug discrepancy.

Project & Program Management

• Evaluate and improve operational systems by identifying opportunities for innovation and efficiency, and presenting data-driven recommendations to leadership that elevate patient care, client experience, and team productivity.

• Collaborate with stakeholders to explore and implement effective solutions.

• Contribute to departmental goals, special projects, and long-term initiatives.

• Support AAH Managers with data tracking and special projects as needed.

• Perform other duties as assigned.

Qualifications

• Strong communication and organizational skills.

• Knowledge of basic veterinary terminology.

• Advanced proficiency of Microsoft Office applications, including Excel, Word, and Outlook.

• Ability to plan, organize, and effectively lead in a high-paced and fast-moving environment.

• Must be flexible and tactful in all communications.

• Must be self-confident, motivated, and possess the ability to interact effectively with ASPCA employees, clients, and the public.

Education and Work Experience

• High school degree or equivalent professional experience required

• Minimum of 2 years’ experience working in a veterinary hospital, preferred.

• 2 years administrative experience (scheduling, payroll, time off and inventory tracking etc.) required

• Experience managing controlled substance inventory, documentation and compliance in accordance with DEA regulations is strongly preferred.

Additional Information

• We encourage a candidatewho demonstrates outstanding interpersonal communication and the ability to work in a team environment or independently, with a high degree of integrity and accountability. This position welcomes a candidate with a sense of humor that can balance flexibility and enthusiasm and thrives on detail. 

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).

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.

Your Employee Rights Under the Family and Medical Leave Act:
Pursuant to regulations of the Family and Medical Leave Act (FMLA), we provide this notice to applicants about eligible employees’ protected leave for certain reasons. Click on the link to learn more.

Applicants that are residents of Colorado and Oregon: Per CO Senate Bill 23-058 and ORS 659A.030, we cannot generally request or require any age-related information (i.e., age, DOB, attendance or graduation dates from an educational institution) on an initial employment application; this includes any age-related inquiries through completion of the initial interview. We can require/request additional application materials; if those materials contain any age-related information, an applicant should redact the information before submitting an initial employment application.

Indiana Applicants: Pursuant to Indiana law, we are providing notice that it is an unlawful employment practice for an employer to discriminate against a prospective employee on the basis of status as a veteran by: (1) refusing to employ an applicant for employment on the basis that the applicant is a veteran of the armed forces of the United States; or (2) refusing to employ an applicant for employment on the basis that the applicant is a member of the Indiana National Guard or a member of a reserve component. Should you feel that you were a victim of discrimination on the basis of veteran status, please let us know at careers@aspca.org. Alternatively, you can file a complaint with the following agencies at any time: Indiana Civil Rights Commission (ICRC) 100 North Senate Avenue, Room N103, Indianapolis, IN 46204; Office: (317) 232-2600 | Toll Free: (800) 628-2909; Hearing Impaired: (800) 743-3333 | Fax: (317) 232-6580; E-mail: icrc@crc.in.gov | Website: www.in.gov/icrc. Equal Employment Opportunity Commission - Indianapolis Field Office; 115 W. Washington Street South Tower Suite 600; Indianapolis, IN 46204; Phone: 463-999-1240; Fax: 317-226-7953; TTY: 1-800-669-6820;ASL Video Phone: 844-234-5122.

Massachusetts Applicants: Per Massachusetts law, we are providing notice that it is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Philadelphia Applicants: You may view your rights under the Fair Criminal Record Screening Standards Act here.