Veterinary Contract Coordinator
Blue River PetCare, Chicago, IL, United States
The Veterinary Contract Coordinator is responsible for providing administrative support to all aspects of veterinary contract management and tracking within the broader corporate structure including but not limited to communications with Field Operations, Talent Acquisition, Legal, Payroll, Human Resources, and Accounting. This position requires an experienced administrative professional with exceptional communication, time management, and organizational skills, as well as ability to develop new skills as needed. The Veterinary Contract Coordinator is responsible for collecting data from our hospitals’ financial portfolios and creating production analyses to inform strategic decisions for contract changes.This position requires exceptional analytical skills and attention to detail.
Employment Agreement Creation
Under the supervision of the Veterinary Contract Manager and the Legal Department, the Veterinary Contract Coordinator executes employee agreements for veterinarians based on terms and conditions negotiated in their offer letters.
Draft employment agreements using Salesforce and Docusign CLM
Ensure consistency between offer letter, new employment agreements, and hospital/company policy
Communicate externally with hospital management teams and internally with Operations Department to determine veterinarian eligibility for an employment agreement
Communicate with veterinarians in a timely and helpful manner answering questions and negotiating terms of employment agreement
Collect signatures from veterinarians and applicable parties once employment agreement terms are finalized; communicate with Finance Department to ensure changes are captured for payroll
Draft relief veterinarian contracts to support hospital staffing requirements
Employment Agreement Renegotiations & Maintenance
Respond to requests from veterinarians to renegotiate contract terms, analyze revenue and overall employment expense to make recommendations for appropriate compensation adjustments, and work with members of hospital & corporate teams for approval
Collect production reports from hospital PIMs and compensation data from Workday to create DVM production analysis
Amend existing employment agreements to reflect renegotiated terms, notate changes in appropriate tracking systems, and communicate changes to applicable departments
Recordkeeping
Enter details of offer letters and employment agreements into applicable tracking systems, maintain up-to-date records and files
Track signing, retention, and referral bonuses; submit to payroll according to timing described in bonus agreement
Inbox & Workflow Management
Maintain and organize DVM Contracts team inbox, ensuring incoming emails are reviewed, categorized, and entered into Monday board in a timely manner for team visibility and tracking
Ensure correspondence is documented and aligned with team workflows to support accurate and efficient contract processing
Respond to all inbox inquiries within 24 hours, demonstrating strong communication and customer service skills
Provide essential inbox management support to ensure no requests are missed and all items are addressed promptly and appropriately
Onboarding & Offboarding Support
Assist Veterinary Contract Manager with onboarding and offboarding tasks for veterinarians within Workday
Support preparation, coordination, and completion of onboarding documentation and system updates
Ensure offboarding processes are completed accurately and timely, including system updates and internal notifications
Other
Maintain working knowledge of compensation structures offered to veterinarians
Utilize Workday to submit changes to veterinarian compensation, benefits, and employment status
Gather veterinarian-related data for Operations projects (i.e. updating staff rosters for annual membership/insurance renewals, etc.)
Maintain working spreadsheet of DVM compensation
Other duties and projects assigned
Requirements
Required Qualifications
Associate degree or 3+ years of relevant work experience; Bachelor’s degree preferred
Strong analytical skills with ability to interpret complex data and provide actionable insights
Excellent interpersonal and communication skills
Strong attention to detail
Flexibility and drive to meet tight deadlines, assist multiple projects, and prioritize appropriately
Ability to work well with people at all levels of the organization
Highly professional, with a strong work ethic and self-direction
Ability to multi-task and organize duties is essential
Strong prioritization, organization, and data management skills
Must be highly motivated self-starter comfortable with managing requests from multiple sources
Comfortable with both in-person and virtual work environments, with ability to commute to the corporate office
Preferred Qualifications
Experience and in-depth knowledge of veterinary industry practices
Experience with practice information management systems commonly used in veterinary practices such as Cornerstone, Avimark, ImproMed, and IntraVet
Technical Skills
Strong proficiency in Microsoft Office, including Word, PowerPoint, and Outlook
Advanced Microsoft Excel skills with ability to automate large volumes of data and perform calculation
Exceptional verbal and written communication skill
Exceptional time management and organization skills
Physical Requirements
Remain in a seated position at least 75% of the time
Ability to communicate with others via verbal communication in an in-person and virtual environment, as well as frequent emails and phone calls; must be able to exchange clear, accurate information in these situations
Ability to utilize a computer, keyboard and mouse when working
Supervision
None
Work Location
Remote
Compensation and Benefits
Salary Range: $25-28 per hour
Blue River PetCare team members are eligible to participate in the discretionary annual bonus program.
Blue River PetCare offers the following benefits:
Health, Dental, and Vision Insurance
Flexible & Health Spending Accounts
Disability, Life Insurance, and Critical Illness Coverage
Retirement plans with company match
Paid Time Off (PTO), Holidays, and Bereavement
Employee Assistance Program (EAP)
Pet Perks with industry vendor partners, including deals on insurance, preventatives, food, and supplies
Chicago CTA Transit Program Benefits
Discounted gym memberships for local Chicago team members
Childcare discounts with KinderCare
Exclusive travel, entertainment, and retail discounts
Hybrid and remote opportunities
Diversity is embraced at Blue River PetCare and the uniqueness of all individuals is supported. All qualified applicants will be considered for all positions regardless of race, color, national origin, age, sex, sexual orientation, gender identity, disability, veteran status or ancestry.
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Employment Agreement Creation
Under the supervision of the Veterinary Contract Manager and the Legal Department, the Veterinary Contract Coordinator executes employee agreements for veterinarians based on terms and conditions negotiated in their offer letters.
Draft employment agreements using Salesforce and Docusign CLM
Ensure consistency between offer letter, new employment agreements, and hospital/company policy
Communicate externally with hospital management teams and internally with Operations Department to determine veterinarian eligibility for an employment agreement
Communicate with veterinarians in a timely and helpful manner answering questions and negotiating terms of employment agreement
Collect signatures from veterinarians and applicable parties once employment agreement terms are finalized; communicate with Finance Department to ensure changes are captured for payroll
Draft relief veterinarian contracts to support hospital staffing requirements
Employment Agreement Renegotiations & Maintenance
Respond to requests from veterinarians to renegotiate contract terms, analyze revenue and overall employment expense to make recommendations for appropriate compensation adjustments, and work with members of hospital & corporate teams for approval
Collect production reports from hospital PIMs and compensation data from Workday to create DVM production analysis
Amend existing employment agreements to reflect renegotiated terms, notate changes in appropriate tracking systems, and communicate changes to applicable departments
Recordkeeping
Enter details of offer letters and employment agreements into applicable tracking systems, maintain up-to-date records and files
Track signing, retention, and referral bonuses; submit to payroll according to timing described in bonus agreement
Inbox & Workflow Management
Maintain and organize DVM Contracts team inbox, ensuring incoming emails are reviewed, categorized, and entered into Monday board in a timely manner for team visibility and tracking
Ensure correspondence is documented and aligned with team workflows to support accurate and efficient contract processing
Respond to all inbox inquiries within 24 hours, demonstrating strong communication and customer service skills
Provide essential inbox management support to ensure no requests are missed and all items are addressed promptly and appropriately
Onboarding & Offboarding Support
Assist Veterinary Contract Manager with onboarding and offboarding tasks for veterinarians within Workday
Support preparation, coordination, and completion of onboarding documentation and system updates
Ensure offboarding processes are completed accurately and timely, including system updates and internal notifications
Other
Maintain working knowledge of compensation structures offered to veterinarians
Utilize Workday to submit changes to veterinarian compensation, benefits, and employment status
Gather veterinarian-related data for Operations projects (i.e. updating staff rosters for annual membership/insurance renewals, etc.)
Maintain working spreadsheet of DVM compensation
Other duties and projects assigned
Requirements
Required Qualifications
Associate degree or 3+ years of relevant work experience; Bachelor’s degree preferred
Strong analytical skills with ability to interpret complex data and provide actionable insights
Excellent interpersonal and communication skills
Strong attention to detail
Flexibility and drive to meet tight deadlines, assist multiple projects, and prioritize appropriately
Ability to work well with people at all levels of the organization
Highly professional, with a strong work ethic and self-direction
Ability to multi-task and organize duties is essential
Strong prioritization, organization, and data management skills
Must be highly motivated self-starter comfortable with managing requests from multiple sources
Comfortable with both in-person and virtual work environments, with ability to commute to the corporate office
Preferred Qualifications
Experience and in-depth knowledge of veterinary industry practices
Experience with practice information management systems commonly used in veterinary practices such as Cornerstone, Avimark, ImproMed, and IntraVet
Technical Skills
Strong proficiency in Microsoft Office, including Word, PowerPoint, and Outlook
Advanced Microsoft Excel skills with ability to automate large volumes of data and perform calculation
Exceptional verbal and written communication skill
Exceptional time management and organization skills
Physical Requirements
Remain in a seated position at least 75% of the time
Ability to communicate with others via verbal communication in an in-person and virtual environment, as well as frequent emails and phone calls; must be able to exchange clear, accurate information in these situations
Ability to utilize a computer, keyboard and mouse when working
Supervision
None
Work Location
Remote
Compensation and Benefits
Salary Range: $25-28 per hour
Blue River PetCare team members are eligible to participate in the discretionary annual bonus program.
Blue River PetCare offers the following benefits:
Health, Dental, and Vision Insurance
Flexible & Health Spending Accounts
Disability, Life Insurance, and Critical Illness Coverage
Retirement plans with company match
Paid Time Off (PTO), Holidays, and Bereavement
Employee Assistance Program (EAP)
Pet Perks with industry vendor partners, including deals on insurance, preventatives, food, and supplies
Chicago CTA Transit Program Benefits
Discounted gym memberships for local Chicago team members
Childcare discounts with KinderCare
Exclusive travel, entertainment, and retail discounts
Hybrid and remote opportunities
Diversity is embraced at Blue River PetCare and the uniqueness of all individuals is supported. All qualified applicants will be considered for all positions regardless of race, color, national origin, age, sex, sexual orientation, gender identity, disability, veteran status or ancestry.
#J-18808-Ljbffr