Job Description
Veterinary Inventory Specialist & Assistant Training Coordinator
(Senior Veterinary Assistant / Head Assistant Track)
Location: Brooklyn, NY
FLSA Status: Non-Exempt
Reports To: Office Manager / Practice Leadership
Effective Date: ____________________________
Employee Name: __________________________
Position Summary
Veterinary Inventory Specialist & Assistant Training Coordinator is primarily responsible for supporting hospital operations through inventory management, organization, and staff training related to inventory systems and workflows. This role also provides clinical support in the laboratory or pharmacy and other areas of the hospital at management’s discretion.
Essential Duties & Responsibilities
Inventory & Supply Management
Oversee and participate in the receipt, verification, and proper storage of medical supplies, pharmaceuticals, and equipment
Monitor inventory levels and assist with ordering to prevent shortages or overstock
Track expiration dates, rotate stock, and remove expired, damaged, or recalled items
Liaise directly with vendors to receive maximum credit within that vendor’s designated timeframe
Maintain accurate inventory records in the hospital’s designated inventory and practice management systems
Assist with receipt of controlled substances and coordinate with technicians and doctors in compliance with applicable state and federal regulations
Identify and complete inventory-related projects to support accuracy, efficiency, and compliance
Collaborate with management to assign and monitor inventory-related tasks for team members as needed
Organization & Hospital Support
Maintain clean, organized, and clearly labeled inventory and storage areas
Maintain and participate in the stocking of exam rooms, treatment areas, and surgical suites according to hospital standards
Ensure consistent availability of supplies for medical and support staff
Communicate inventory discrepancies, trends, and improvement opportunities to management
Training & Team Support
Assist with onboarding and training of staff on inventory systems, stocking procedures, and organization standards
Assist staff in equipment management, cleaning protocol, and general hospital maintenance
Support the development and maintenance of training materials, checklists, and workflows
Serve as a resource for inventory-related questions from team members including veterinarians, management, and general staff
Model professionalism, accountability, and hospital standards
Clinical Coverage
Direct support of veterinary medicine is routine, and a primary job responsibility
Provide support in the laboratory or pharmacy on an as-needed basis, at management’s discretion
Follow all hospital protocols, safety requirements, and supervision guidelines
Qualifications
Required
High school diploma or equivalent
Strong organizational skills and attention to detail
Clear and professional communication skills
Basic computer proficiency
Ability to lift and carry up to 40 lbs
Dependable, punctual, and able to work collaboratively
Preferred (Not Required)
Interest in veterinary medicine, and clinical operations
Experience in inventory, training, retail, warehouse, or healthcare environments
Familiarity with laboratory or pharmacy workflows
Comfort coaching or explaining procedures to others
Skills & Attributes
Willingness to learn and take initiative
Positive, patient, and supportive approach to training
Strong time management and multitasking skills
Ability to adapt in a fast-paced veterinary environment
Commitment to accuracy, compliance, and teamwork
Scope, Compliance & Acknowledgments
This role does not replace a licensed veterinary technician or veterinarian
Duties may be adjusted based on hospital needs, regulatory requirements, or operational changes
Assignment of duties does not alter at-will employment status
Employee agrees to perform duties as outlined, consistent with training and applicable laws
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