Reproduction Coordinator

ABOUT US

Westhills EVS is located 10 minutes west of Stony Plain, Alberta and 30 minutes west of Edmonton and is easily accessed off of TransCanada Highway 16 on Range Road 25. You must have reliable transportation as we are not on a bus route.

When you join Westhills EVS, you join a group of hard-working and knowledgeable healthcare professionals who encourage continuing education, using a team-based approach, and maintaining a healthy work/life balance.

THE JOB

The Reproduction Coordinator is responsible for the daily operations, organization, and communication of the Reproduction Department at Westhills Equine Veterinary Services. This leadership role ensures all reproductive activities — from stallion collection and semen management to mare breeding, foaling, and client communication — are executed efficiently and consistently. The Reproduction Coordinator oversees all departmental staff, ensures protocols are followed, supports veterinarians, and acts as the central point of coordination between clients, referring veterinarians, and the internal team.

This position requires a high level of organization, leadership, and knowledge of equine reproductive procedures, as well as strong communication and administrative skills.

Duties Include:

Oversight and Leadership:

Oversee all operations within the Reproduction Department, ensuring coordination across stallion, mare, and laboratory functions. Lead daily departmental huddles to review caseloads, treatment plans, and staffing assignments. Supervise the Mare and Stallion Coordinators, providing guidance, support, and performance feedback. Work closely with the Reproduction Veterinarians and Practice Manager to ensure efficiency, consistency, and high-quality patient care. Maintain department schedules and ensure staffing coverage during peak breeding seasons. Act as the liaison between the reproduction team and other hospital departments (inventory, reception, billing, and hospital care).

Mare Management:

Review daily mare intake checklists and confirm all required contracts and information are received prior to admission.Coordinate mare scheduling with veterinarians and ensure semen (fresh or frozen) is available for breeding, including import permits and courier scheduling. Confirm or cancel stallion collections as needed and communicate updates with the Stallion Coordinator and Shipping/Receiving team. Oversee in-clinic mare management, ensuring mares are properly prepped, monitored, and discharged. Provide detailed client communication and updates regarding ultrasound findings, treatments, breeding plans, and billing. Enter all medical data into HVMS, including ultrasound findings, treatment records, and client communications.Review and close invoices per cycle, preparing medication and discharge paperwork and explaining invoices to clients upon pick-up. Create and distribute weekly wrap-ups for weekend and on-call teams, ensuring smooth continuity of care. 

Administrative and Financial Responsibilities:

Manage and review all departmental billing, ensuring accuracy and timely invoicing. Collaborate with the administrative and accounting teams to ensure proper cost tracking, contract management, and financial reporting. Monitor departmental inventory, ordering reproductive supplies as needed and ensuring cost-effective management.Participate in month-end reviews and assist in closing out all breeding-related invoices and accounts.

Client Communication and Relationship Management:

Serve as the primary point of contact for reproduction clients, managing expectations and ensuring professional communication. Provide detailed quotes and estimates for breeding services, treatments, and reproductive management programs. Ensure timely follow-up on pregnancy checks, foaling outcomes, and post-breeding communication. Maintain a high level of client satisfaction through proactive communication and responsiveness.

Team Support, Training, and Development:

Support, mentor, and train new staff members within the Reproduction Department. Ensure all team members are cross-trained in key procedures and administrative workflows. Organize continuing education opportunities and departmental meetings. Collaborate on the development and implementation of new SOPs and protocols.

Skills and Qualifications:

Strong leadership and organizational abilities, with experience managing a team in a fast-paced clinical environment.In-depth knowledge of equine reproductive procedures and terminology.Excellent communication and interpersonal skills with both clients and staff.Proficiency in HVMS or equivalent veterinary management software.Strong attention to detail in record keeping, invoicing, and scheduling.Ability to multitask and manage competing priorities during the breeding season.Previous experience in equine reproduction coordination or veterinary administrative management preferred.

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