Medical Operations Coordinator

Summary

Join Petfolk as an Administrative and Account Support Specialist, where you will play a crucial role in supporting the Medical and Operations teams. This position involves managing administrative tasks, ensuring compliance with regulations, and providing account support for both individual Petfolk Care Centers (PCCs) and the Petfolk enterprise. You will be responsible for organizing materials, managing communication, conducting research, completing guided processes, and assisting with onboarding new team members. This role requires strong communication skills, attention to detail, and the ability to handle multiple projects simultaneously in a fast-paced environment. You will also be responsible for account management, including vendor creation, process assessment, and problem resolution. This is a remote position requiring reliable internet access and occasional travel for meetings.

Requirements

• Strong communications skills, both oral and written
• Demonstrates professional judgment and discretion
• Service oriented – ability to address the needs of customers – internal and external
• Ability to handle multiple projects simultaneously
• Ability to work in a team-based environment, developing a cross-functional network of resources, and maintaining effective working relationships
• Detail oriented and able to work in a fast paced environment
• Ability to initiate and communicate projects and tasks within established processes
• Proficient in Google Suite and Microsoft Suite
• Minimum of 1 to 3 years of experience in the veterinary ecosystem
• Must have experience managing multiple priorities and tasks
• Experience working in a team environment and supporting teams in multiple locations
• Remote position: reliable internet access required
• Occasional travel for department or company meetings

Responsibilities

• Organizes and contributes to essential materials for the Petfolk Medical Operations team, including meeting preparation and notes and document review and editing
• Proactively manages communication and responds to urgent inquiries from internal/ external stakeholders on the VP of Veterinary Medicine’s and VP of Operations and Director of Medical Support and Director of Partner Support’s behalf
• Performs research and creates summary materials on directed topics by the Medical Operations leadership (example: changes in state regulations on licensing)
• Completes guided processes within the organization such as account or guide information updates
• Assists in schedule and travel management of of new Medical Operations and PCC team member onboarding, to include creation and execution of itineraries, procurement of travel arrangements, and communication with teams
• Operate with exceptional attention to detail. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention
• Prepare materials to support the Medical Operations team, such as topic briefs, presentation materials, and meeting notes
• Process monthly expenses for the Medical Operations Department
• Prepare itineraries in conjunction with the recruiting, operations, and other teams as needed
• Serves as point of contact with inter-departmental projects. Maintains confidential nature of communications
• Provide follow-up to pending issues to assure completion of tasks – internal and external
• Maintains directories and email distribution lists for internal and external clients
• Completes assigned tasks within established SLAs
• Contribute to the Medical Operation opening process by placing initial orders and ensuring timely completion of specified onboarding tasks
• Respond to issues and provide updates within established SLAs
• Lead the process in Third Party Vendor creation in Petfolk markets
• Assess and update process and related documentation
• Serve as initial point of contact for establishing relationship
• Collect and organize required documentation
• Communicate across departments to complete account set-up
• Investigate problems and provide proposed solutions to the Medical Operations team regarding account management

Preferred Qualifications

• Prefer previous experience with inventory, regulatory, or management processes
• Ideally located within 1 hour of a Petfolk market