Clinic Services Program Assistant (Full-Time and Part-Time)

Description

Status: Full-Time and Part-Time Opportunities Available
FLSA Classification: Non-Exempt
Location: On-site – Howard Ash Animal Wellness Center
Schedule: Flexible scheduling available; must be able to work a combination of check-in and check-out shifts (7:00 a.m. to 3:00 p.m. and 11:00 a.m. to 7:00 p.m.), with some evenings, weekends, and special events as needed
Starting Pay Range: $16.00–$17.00 per hour

Who We Are

For more than 80 years, Animal Friends has continually set – and raised – the bar for humane programming in the Pittsburgh region. Our 75-acre campus serves as a center of compassion and hope for thousands of homeless pets annually. As a full-service companion animal resource community, Animal Friends supports the region by providing tens of thousands of affordable services and impacting more than 200,000 lives through humane education, pet behavior classes, pet therapy and our pet food bank each year.

Animal Friends is proud to continue to save lives . . . simply put, because it’s what we do.

At Animal Friends, we believe caring for animals and caring for people go hand in hand. We strive to create a compassionate, humane, inclusive, and healthy workplace where team members feel supported, valued, and connected to our mission.

Position Summary

The Clinic Services Program Assistant plays a vital role in supporting Animal Friends’ mission by helping pets receive affordable veterinary care that promotes lifelong health and strengthens the bond between pets and the people who love them.

As one of the primary points of contact at the Howard Ash Animal Wellness Center, this position helps create a welcoming and positive experience for clients while supporting low-cost spay/neuter services, wellness care, and vaccine programs. The Clinic Services Program Assistant combines outstanding customer service, client education, administrative support, and hands-on animal interaction to ensure efficient clinic operations and excellent care for both pets and their families.

Key Responsibilities

Client Services & Education

• Serve as a welcoming first point of contact for clients visiting or contacting the Animal Wellness Center.
• Educate clients on spay/neuter services, vaccines, wellness care, colony cat management, and trapping resources.
• Provide information regarding surgery scheduling, patient preparation, and post-care instructions.
• Deliver compassionate, judgment-free customer service to individuals from diverse backgrounds.

Scheduling & Clinic Support

• Schedule spay/neuter surgeries, wellness appointments, and vaccine appointments.
• Complete client check-in and check-out processes.
• Support efficient daily clinic operations while managing multiple priorities in a fast-paced environment.
• Assist with on-site and community vaccine clinics.

Administrative Responsibilities

• Answer phones and respond to client inquiries.
• Maintain accurate client records and databases.
• Scan, copy, file, and transmit documents and medical records.
• Respond to emails and process clinic paperwork.
• Learn and utilize Clinic HQ scheduling and client management software.

Animal Handling & Clinical Support

• Safely weigh and restrain animals as directed.
• Assist with handling dogs, cats, rabbits, and community cats.
• Place animals into carriers and cages safely and compassionately.
• Support veterinary and clinic staff during routine clinic operations and vaccination events.

Organizational Support

• Participate in staff meetings, trainings, and organizational events.
• Support special events and outreach efforts as requested.
• Collaborate effectively with clinic staff, shelter staff, volunteers, and other departments.

Other Duties

• Perform other responsibilities as assigned to support organizational needs. 

Physical, Environmental & Emotional Demands

This position:

• Requires the ability to stand, walk, bend, kneel, and lift up to 50 pounds.
• Requires frequent interaction with dogs, cats, rabbits, and community cats of varying sizes, temperaments, and health conditions.
• Involves handling animal carriers, humane traps, and clinic equipment.
• Requires the ability to walk dogs on leash and safely move animals between locations.
• Involves exposure to animals, noise, cleaning agents, and indoor/outdoor environments.
• May involve emotionally challenging situations related to animal welfare and client circumstances.
• Requires the use of appropriate personal protective equipment (PPE) when necessary.

Reasonable accommodations will be provided in accordance with applicable laws.

What We Offer

Full-Time Team Members

• Medical, dental, and vision insurance
• Paid time off, holidays, and birthday pay
• Retirement plan with employer contribution
• Employee Assistance Program
• Continuing education and professional development opportunities
• Pet care discounts and on-site clinic benefits

All Eligible Team Members

• Casual dress and Animal Friends gear
• Opportunities to learn about veterinary medicine and animal welfare
• A supportive, mission-driven team environment
• Meaningful work that improves the lives of pets and the people who care for them
• The opportunity to make a direct impact in your community every day

Our Commitment to Inclusion

Animal Friends is an equal opportunity employer and is committed to building a workplace that reflects the diverse communities we serve. We value the unique contributions and lived experiences of all team members and encourage applicants of all backgrounds, identities, and abilities to apply.

Requirements

Required Qualifications

Education

• High school diploma or GED required.
• Equivalent work experience will be considered.

Experience

• Experience in reception, administration, customer service, or a related field.
• Demonstrated ability to work successfully in a fast-paced environment.
• Strong professional references and work history.

Skills and Abilities

• Excellent communication and interpersonal skills.
• Strong customer service orientation.
• Ability to multitask and stay organized while managing competing priorities.
• Basic computer proficiency and ability to learn new software systems.
• Ability to communicate general animal health and wellness information effectively.
• Strong teamwork and time management skills.
• Ability to engage respectfully with diverse populations and maintain a judgment-free approach to service.

Availability

• Ability to work both opening and closing shifts.
• Availability for evenings, weekends, and organizational special events as needed.

Animal Handling

• Comfort working around dogs, cats (including feral cats), rabbits, and other companion animals.
• Ability and willingness to safely handle, restrain, transport, and care for animals.
• Willingness to learn basic veterinary support skills.

Preferred Qualifications

• Post-secondary education in veterinary technology, animal science, nonprofit services, customer service, or a related field.
• Experience working in a veterinary clinic, animal shelter, animal welfare organization, or customer-facing healthcare environment.
• Experience with scheduling software, databases, or client management systems.
• Basic knowledge of companion animal health, reproduction, and wellness care.