Niagara Veterinary Emergency Clinic (NVEC)
About NVEC
Niagara Veterinary Emergency Clinic (NVEC) is a 24/7 emergency and critical care hospital dedicated to delivering high-quality, compassionate care to pets and their families when they need it most. Located in the heart of Niagara’s wine country, NVEC provides advanced emergency services for dogs and cats from urgent cases to complex critical care.
At NVEC, we are more than a hospital, we are a team united by shared values: compassion, growth, positivity, equity, and teamwork. These values guide how we care for patients, support clients, and work together every day. In a fast-paced and emotionally demanding environment, we rely on each other to create a workplace that is respectful, inclusive, supportive, and focused on continuous improvement.
Position Summary
The Operations Coordinator is the execution engine of the clinic, ensuring that the systems, coordination, and day-to-day operations that support patient care run smoothly and reliably.
Working in close partnership with the Practice Manager and Medical Manager, this role is responsible for organizing, tracking, and executing operational and administrative functions across inventory, scheduling, HR support, health & safety, facility coordination, and internal communications. Collaborate closely with Team Leads to coordinate staffing, workflow execution, inventory needs, operational follow-up, and communication between shifts. Support Team Leads by providing administrative, scheduling, reporting, and process coordination resources that enable efficient daily operations.
This role is ideal for someone who brings a positive, solutions-focused mindset, values collaboration, and takes pride in creating structure, consistency, and efficiency in a dynamic environment.
How You Will Make an Impact
At NVEC, your work directly supports both clinical care and team success. You will:
- Demonstrate compassion by supporting a team that cares for animals and clients during stressful and emotional situations
- Contribute to a culture of equity by ensuring processes are consistent, fair, and accessible for all team members
- Foster teamwork by connecting people, information, and priorities across the clinic
- Approach challenges with positivity and resilience, helping maintain a calm and solutions-focused environment
- Embrace growth by continuously improving systems, processes, and your own skillset
Core Responsibilities
Operations & Inventory Coordination
Supporting efficiency and patient care through organization and accountability:
- Coordinate ordering, receiving, tracking, and stocking of clinic supplies
- Maintain accurate inventory systems and support audits
- Liaise with vendors to resolve discrepancies and manage backorders
- Maintain organized storage systems to support clinical workflow
Scheduling & Workforce Coordination
Ensuring fairness, clarity, and reliability across team scheduling:
- Prepare and maintain accurate staff and DVM schedules with support of Medical Manager and Team Leads
- Track absences, shift changes, and vacation requests
- Communicate updates clearly and consistently
- Identify scheduling gaps and escalate appropriately
HR & Administrative Support
Supporting an equitable and inclusive workplace:
- Maintain confidential employee records in compliance with legislation
- Coordinate onboarding and training tracking
- Support policy updates and documentation management
- Coordinate meetings, prepare agendas, and track follow-ups
- Assist with team engagement initiatives that promote a positive culture
Health & Safety Coordination
Promoting a safe and compliant environment for all:
- Administer and track health & safety programs (OHSA, WHMIS 2015)
- Maintain documentation, logs, and incident tracking
- Coordinate training, inspections, and safety meetings
- Support consistent adherence to safety policies and procedures
Financial & Administrative Support
Ensuring accuracy and accountability in operational systems:
- Assist with accounts payable and receivable tracking and documentation
- Support payroll preparation and tracking staff hours
- Maintain organized financial and administrative records
- Prepare documentation for audits and reporting
- Support Board preparation
IT & Systems Coordination
Helping the clinic stay connected and operational:
- Act as first point of contact for basic IT issues
- Troubleshoot systems (e.g., AVImark) and coordinate with vendors
- Track IT assets, licenses, and system updates
- Maintain data accuracy and system organization
Marketing & Communication Support
Supporting clear communication and community connection:
- Assist with marketing execution (social media, website updates, materials)
- Support internal communications and staff updates
- Assist with community outreach initiatives and events
Client & Frontline Support (As Needed)
Reflecting NVEC’s commitment to compassion and positivity:
- Provide backup support to the client care team during peak periods
- Assist with client communication and follow-ups
- Help ensure a calm, respectful, and supportive client experience
Facilities & Maintenance Coordination
Maintaining a safe, functional, and welcoming environment:
- Coordinate repairs, maintenance, and vendor services
- Track service schedules and equipment records
- Identify and follow up on facility issues
- Support a clean, organized, and safe clinic environment
Accountability
This role is designed to strengthen teamwork and clarity:
- Medical Manager: Owns clinical decisions and operational strategy
- Practice Manager: Owns people, financial, and business decisions
- Operations Coordinator: Owns execution, coordination, and follow-through
- Team leads: Owns shift and workflow
Core Competencies for Success
To succeed in this role, you will consistently demonstrate:
- Communication & Collaboration: Builds strong, respectful working relationships
- Integrity & Confidentiality: Handles sensitive information with professionalism
- Adaptability & Resilience: Maintains effectiveness in a fast-paced environment
- Analytical Thinking & Problem Solving: Uses sound judgment and logic
- Planning & Prioritization: Manages competing demands effectively
- Accountability & Compliance: Ensures processes and standards are followed
- Resourcefulness: Finds solutions and takes initiative
- Commitment to Growth: Continuously develops skills and knowledge
Qualifications
- Experience in administrative, operations, or coordination roles (healthcare or veterinary clinic, HR, accounting preferred)
- Familiarity with practice management software (e.g., AVImark) considered an asset
- Knowledge of inventory systems, HR administration, Bookkeeping, Health & Safety training and compliance
- Strong proficiency in Microsoft Office and administrative systems
Working Environment
- Fast-paced, high-pressure emergency hospital environment
- Regular interaction with animals and emotionally sensitive situations
- Physical activity including standing, walking, and lifting (up to 50 lbs.)
- Exposure to biohazards, chemicals, and controlled substances
- Flexibility required for a 24/7 operation, including evenings and weekends
Compensation & Benefits
- Wage Range: $25.00 to $30.00/hour (experience aligned)
- One year contract with potential to fulltime permanent
- Health & Dental Benefits
- Employee & Family Assistance Program (EFAP)
- Discounted pet care program
- Uniform support
- Professional development opportunities
- Recognition programs
- Onsite Full-time contract, 40 hours. Schedule may have days, swing or weekend shifts
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. If you are highly organized, people-focused, and driven to make a meaningful impact every day, we invite you to join our team.
How to Apply
Please submit cover letter and resume to [email protected]:
- Your resume
- A brief cover letter (max 1 page) that includes responses to the following:
o Describe a time you improved or organized a process in a fast-paced environment.
o How do you prioritize when everything feels urgent? Provide a brief example.
o Choose one of our values (compassion, growth, positivity, equity, teamwork) and share a real example of how you have demonstrated it at a workplace.
o Tell us about your experience in accounting, HR and, or vet clinics
Accommodation Statement
NVEC is committed to building a workplace grounded in equity, respect, and inclusion. In alignment with the Accessibility for Ontarians with Disabilities Act (AODA), we provide accommodation throughout all stages of the recruitment and selection process.
If you require accommodation, please inform us at any stage of the process at [email protected]. We will work with you to ensure your needs are met in a respectful and supportive way.
Pay: $25.00-$32.00 per hour
Benefits:
- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Store discount
Application question(s):
- o How do you prioritize when everything feels urgent? Provide a brief example?
- o Choose one of our values (compassion, growth, positivity, equity, teamwork) and share a real example of how you have demonstrated it at a workplace.
- o Tell us about your experience in accounting, HR and, or vet clinics.
- o Describe a time you improved or organized a process in a fast-paced environment.
Work Location: In person
