Wildlife Hospital Operations Coordinator
Job Overview
The Wildlife Hospital Operations Coordinator will provide essential administrative, operational and communications support to ensure the von Arx Wildlife hospital runs efficiently and in compliance with all federal, state and local regulations. Works closely with the Veterinarian and Associate Director to ensure a cohesive and collaborative work environment. This position manages supply ordering, record keeping, permit reporting, phone reception and other day to day tasks. By overseeing critical administrative functions, this position enables hospital leadership to focus on core priorities such as patient care, staff development and community engagement.
Responsibilities:
Operational Logistics:
o Manages and maintains inventory by tracking supplies, reporting and re-stocking, maintaining medical, rehab, food, and maintenance supplies, and equipment.
o Responsible for managing the maintenance and cleanliness of the wildlife hospital building, outdoor garage and vehicles, with support from the Facilities team via reporting processes.
o Submits, monitors, and conducts necessary follow-up on all MRFs.
o Coordinate repairs, maintenance and servicing of hospital medical equipment.
o Prepares and submits reports and samples for testing while and maintain organized records of samples.
Outreach and Collaboration:
o Effectively handles telephone inquiries, and correspondence with individuals who rescue wildlife, addressing sensitive issues, distressed individuals, and those who may be hostile in accordance with wildlife hospital policy.
o Handles public inquiries regarding donations, volunteer opportunities, and research requests.
o Develops positive work relationships with all levels of management and other departments; work collaboratively with internal and external partners for special projects and fundraising events.
o Provides training to volunteers on how to answer the phone and on wildlife intake procedures.
o Utilizes volunteers to assist with general hospital tasks and administrative tasks.
Administrative and Organizational Support:
o Manages maintenance of data to support wildlife patient information and records. Assists with recording patient data including final disposition and year-end report compilation.
o Prepares, submits and track permit expiration dates and coordinate timely renewal for agencies such as Florida Fish and Wildlife Conservation and U.S. Fish and Wildlife Service.
o Adheres to protocols required to maintain DEA license and Follows DEA license requirements, record-keeping, and protocols.
o Manages USFWS, FWC, DBPR, and DOH Biomedical Waste permit requirements and manages providing feedback to such governing bodies during open hearings.
o Maintains organized records for inspections and audits.
o Manages vAWH service contracts ensuring contract requirements are met. Seeks out and establishes relationships with new vendors; obtains price quotes to negotiate and ensure reasonable charges for supplies, contracts, and projects.
o Processes all hospital invoices, coding and submitting for payment, handles petty cash reporting, and processes monthly Visa reconciliation.
o Tracks and reports product and monetary donations received at the hospital. Along with maintaining online donation wish lists (Amazon and Chewy)
o Assists in asset tracking for annual reporting to controller’s office.
Team Coordination and Support:
o Communicate operational updates to volunteers, conservancy associates and staff.
o Arranges accommodations for staff when it comes to events, training and activities.
o Sets up intern basket for incoming interns.
o Assists with coordination of patient transport and release logistics by following specific permit requirements.
o Participates in Conservancy special events.
o Assists with special projects and new programs as directed by the associative director.
Certificates, Licenses and Registrations
- Valid driver’s license and good driving record.
The above statements describe the general qualifications required to perform the job and the general nature and level of work performed - not a complete list of duties; management may assign additional responsibilities.
Physical Demands and Work Environment
This job description recognizes that reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of the role. The job entails:
- Regularly required to sit, stand and walk.
- Lift/move objects weighing up to 25 pounds.
- Exposure to Florida outdoor weather conditions, during all-weather types.
- Use of hands for various tasks.
- Visual abilities include close and color vision, along with peripheral and depth perception.
- The noise level in the work environment is typically moderate.
Skills and Abilities
• Demonstrated empathy and respect for teammates and wildlife.
• Ability to handle varied and sometimes difficult conditions: will be exposed to highly emotional situations, unpleasant odors, noises, and injured animals.
• Proficiency in reading, analyzing, and interpreting business periodicals, technical procedures, and regulations.
• Strong written communication skills for creating reports, business correspondence, and procedure manuals.
• Effective verbal communication skills to present information and respond to questions from diverse audiences.
• Application of mathematical concepts like fractions, percentages, ratios, and proportions in practical scenarios.
• Problem-solving ability in situations with limited standardization, with the capacity to interpret various forms of instructions.
• Flexibility to work variable hours and travel locally and regionally as required.
• Willingness to accommodate individuals with disabilities to perform essential job functions.
• Experience in supply ordering and facility organization.
• Strong organizational and leadership skills, including working with volunteers, and the ability to collaborate with individuals from diverse backgrounds.
• Experience in a not-for-profit organization is highly desirable.
• Deep commitment to biodiversity conservation, environmental quality, and natural resource preservation.
• Exceptional written and oral communication.
FLSA Status: Exempt
Employment Type: Full-time
Salary Range:
Starting at $53,560 annually
Equal Opportunity Employer: The Conservancy of Southwest Florida is an equal-opportunity employer and provides reasonable accommodations to individuals with disabilities to perform essential job functions.
Date Posted: October 2, 2025