Surgery Admin Coordinator - Animal Services

Job Description

Job Description

Salary: $19.90

Surgery Coordinator

Reports to the Medical Operations Manager

Join the Team at Cincinnati Animal CARE

At Cincinnati Animal CARE (CAC), we do work that matters.

Every day, our team protects animals, supports our community, and helps save thousands of lives each year through compassionate care, advocacy, and education.

This work is meaningful, fast-paced, and can be challenging, but for the right person, its incredibly rewarding.

We are a team built for impact, made up of people who care deeply, work hard, support one another, and show up every day committed to making a difference.

If you are passionate about animals, thrive in a mission-driven environment, and want your work to have purpose, wed love to have you join us.

About the Role

We are looking for a Surgery Coordinator to join our team and play an important role in supporting CACs mission.

In this position, you will:

• Ensure efficient organized and high quality surgical operations at the shelter. You will oversee surgery scheduling, coordinating with internal teams and external partners, and serve as the primary point of contact of all surgery related logistics.

This is a great opportunity for someone who enjoys meaningful work, takes pride in helping others, and wants to contribute to a growing organization making a real impact in the community.

What Youll Be Responsible For

Your day-to-day may include:

• Oversee and coordinate all surgery scheduling and surgery operations
• Communicate with veterinarians and schedule surgeons according to clinic needs and availability.
• Communicate with external surgery partners and agencies, including rescue organizations and high-volume clinics.
• Arrange and schedule interfacility and offsite surgery transport logistics.
• Willingness and ability to assist in surgery when staffing or workflow requires.
• Assign and coordinate surgery teams, including Veterinary Assistants, Schedulers, and Animal Care staff needed for each surgery day.
• Train and delegate surgery volunteers and ensure all high-volume surgery preparations are completed accurately.
• Finalize surgery schedules and case lists at least one day in advance.
• Proficiency in printing and maintaining anesthesia logs and calculating surgical medications accurately.
• Experience entering and managing surgical data in shelter software systems (e.g., PetPoint or similar).
• Ability to prepare and manage surgery invoices for veterinarians, trappers, and external rescue partners.
• Strong written communication skills to send updated medical records to rescues, adopters and TNR participants.
• Reconcile and finalize all surgeries at the end of each day, including updating tracking spreadsheets and pre-adoption trackers.
• Reporting surgical data to partners and grant organizations, including completing monthly and quarterly reports (e.g., BISSELL).
• Manage surgery priority requests, including pregnancy, behavior, adoption readiness, transport holds, and special programs.
• Ability to prepare surgical supply packs efficiently and accurately.
• Knowledge of anesthesia equipment and autoclave operation, including scheduling routine maintenance.
• Assist in managing controlled drug, medical supply, and surgical inventory, including ordering and stocking.
• Coordinate surrender prevention services with shelter clients when applicable.
• Communicate or complete legal documentation requirements, including PA releases and stolen animal documentation.
• Communicate with the TNR (Trap-Neuter-Return) community.
• Work towards and achieve quarterly goals for reducing the surgery backlog.
• High level of attention to detail, time management, and ability to prioritize in a fast-paced, high-volume shelter environment.
• Supporting additional organizational needs as they arise

What Makes Someone Successful in This Role

Were looking for someone who:

• Is passionate about CACs mission and animal welfare
• Brings a positive, team-first attitude
• Communicates openly and professionally
• Takes ownership and solves problems proactively
• Thrives in a fast-paced, ever-changing environment
• Can balance compassion with accountability
• Is dependable, adaptable, and eager to learn

Qualifications

Preferred/Required:

• Anticipates and identifies problems, and proactively seeks solutions; practices excellent and creative problem-solving skills.
• Practices dynamic, holistic and critical thinking that consistently delivers exceptional results while maintaining alignment on timelines and targets.
• Communicates effectively throughout the organization and externally.
• Embodies unwavering commitment to CACs values, positive work place culture, and animal care.
• 3+ years of administrative experience, or 2+ years of management or leadership experience, or 2+ years of project management experience.
• Character attributes required include:
  • Positive communication
  • Problem-solving mentality
  • Ability to multitask
  • Organized
• Reliable
• Detail-oriented
• Professional skills required include:
  • Experience caring for animals in a safe, effective, and humane manner
  • Knowledge of and commitment to high levels of customer service
  • Strong administrative computer skills, including word processing, digital filing,

Why Join CAC?

At CAC, youll be part of more than just a workplace. Youll join a team of people doing meaningful work together.

We offer:

• The opportunity to make a real difference every day
• A mission-driven, supportive team culture
• Growth and development opportunities
• Competitive benefits package
• A workplace where your work directly impacts animals and the community

Compensation & Benefits

• Pay: From $19.00/hour
• Retirement plan with employer match
• Health, Dental, and Vision Insurance
• Paid Time Off
• Professional Development Assistance
• Life Insurance

Working Conditions / Physical Requirements

• Must be able to lift 40 lbs (receiving and moving deliveries, donations, and patients)
• While performing the duties of this position, the team member is regularly required to sit, stand, walk, speak, hear, and use hands and fingers to operate a computer, telephone, and other standard office equipment.
• Specific vision abilities required for this role include close vision and the ability to adjust focus for computer and document work.
• Able to climb stairs to and from the reception area
• Comfortable moving patients into and out of the clinic environment (dogs on leashes, cats in carriers, etc.)
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.