Clinical Chief of Staff

Description

About the Role

The Clinical Chief of Staff is a key administrative and strategic leader who supports the efficient operation and coordination of all clinical services within the SF SPCA. 

Reporting directly to the Chief Medical Officer (CMO) and with dotted-line accountability to the Chief Operating Officer (COO), this role ensures that the medical teams have the administrative infrastructure, communication channels, and cross-departmental support necessary to operate effectively. 

This individual serves as the clinical operations liaison across departments, manages essential administrative functions, and plays a lead role in onboarding, mentoring, and developing clinical staff. 

The Clinical Chief of Staff is also responsible for supporting organizational goals, metrics, and quality improvement initiatives in partnership with the Mentoring/Lead Veterinarian and the Senior Director of Operations. 

Core Responsibilities

Administrative & Operational Coordination

• Manage scheduling, timekeeping, and administrative processes for veterinarians and clinical staff.
• Coordinate onboarding and offboarding for all clinical personnel.
• Serve as liaison between clinical teams and departments like HR, Finance, IT, and Facilities.
• Maintain clinical documentation, protocols, contact lists, and scheduling tools.

Mentorship & Staff Development

• Lead the veterinary mentorship program and monitor progress for new doctors.
• Collaborate with CMO and mentoring DVM to identify training needs and support continuing education.
• Foster team-building, peer learning, and professional development across clinical teams.
   

Strategic & Leadership Support

• Partner with leadership to implement strategic initiatives and track clinical performance metrics.
• Provide project management support for improvements in care delivery, client experience, and staff wellbeing.
• Represent the CMO/COO in meetings as assigned and support consistent communication of key decisions. 

Performance Management & Compliance

• Help monitor clinical KPIs, SOPs, and quality improvement goals.
• Coordinate with HR on personnel matters and ensure compliance with organizational standards.
• Promote a culture of collaboration, accountability, and professionalism.

Scheduling

• Develop and manage clinical schedules across departments, including coverage for absences.
• Schedule leadership meetings, CE events, and onboarding sessions.
• Respond to real-time scheduling needs, including weekends and holidays as needed. 

Onboarding & Training

• Conduct administrative onboarding for new and relief clinicians, including schedule review, CE benefits, and system training.
• Train staff on the use of the practice management system (currently EzyVet) and internal protocols.
• Coordinate onboarding for visiting students and externs; support re-establishment of training programs. 

Clinician Support & Administration

• Manage DVM payroll submissions, PTO/CE tracking, licenses, and professional memberships.
• Submit expense reimbursements and oversee clinician-related logistics like ID badges and scrubs.
• Maintain accurate schedules across platforms (e.g., Paylocity, When2Work, EzyVet).
• Support skill tracking and CE alignment with organizational needs.

Requirements

• Minimum 5 years of experience in veterinary hospital administration, healthcare operations, or a clinical team leadership role. 
• Proven ability to manage administrative systems and support clinical operations in a fast-paced, multi-service environment. 
• Excellent interpersonal and communication skills with a demonstrated ability to work cross-functionally. 
• Experience onboarding staff and managing professional development programs. 
• Strong organizational and time-management skills, with attention to detail and the ability to handle multiple priorities. 

Salary and Benefits

The starting salary for this position depends on the depth and breadth of experience. The expected range is $103,000 - $115,000 base salary per year. 

Regular, full-time positions are eligible for a benefits package including: 

Paid Time Off and holiday pay, medical, dental & vision insurance, life insurance, long-term disability, tax-deferred retirement plan, student debt relief, pre-tax commute expense deductions, and discounts on retail and pet supplies, and discounts on veterinary care at our SF SPCA Veterinary Hospital and Clinic