Senior Administrative Coordinator I - Vet Med Teaching Hospital

About the job

Job Title
Senior Administrative Coordinator I - Vet Med Teaching Hospital

Agency
Texas A&M University

Department
Vet Med-Teaching Hospital

Proposed Minimum Salary
Commensurate

Job Location
College Station, Texas

Job Type
Staff

Job Description
Our Commitment
Texas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.

Who we are
The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital and the Large Animal Hospital, both of which are dedicated to the total well-being and care of a pet throughout its lifetime. We work with great people, great clinicians, and great educators with a passion for animals and educating others that allows us to provide total care for animal patients while helping to train the next generation of veterinarians.

What we want
We are looking for a Senior Administrative Coordinator to join our team at the Veterinary Medical Teaching Hospital! This position is responsible for supervising the Front Desk, including oversight of admissions and discharges, cash handling operations, scheduling, monitoring accounts and daily front desk workflow. The position serves as a resource for addressing and resolving client concerns and complaints, ensuring issues are handled professionally, promptly, and in accordance with hospital policies while promoting a positive client experience.

What you need to know
Salary: $50,000/annually

Please note: Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor.

What you need to do
Apply! A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section.

• Qualifications
• Required Education and Experience
• Bachelor’s degree or any equivalent combination of education and experience
• Six years of experience in office administration

• Preferred Qualifications
• Five years supervisory experience
• Hospitality, customer service, or communications training or certification
• Previous Animal Science or Veterinary Hospital experience
• Certified Administrative Professional (CAP) or Hospitality, Customer Service, or communications training or certificate
• Bachelor’s degree
• Excellent oral and written communications skills
• Possess leadership and relationship-building skills
• Ability to use and manage an electronic medical record (EMR) system
• Bilingual in English and Spanish

• Knowledge, Skills, and Abilities
• Ability to multi-task and work cooperatively with others.
• Working knowledge of spreadsheet, presentation and word processing software programs.
• Interpersonal and communication skills and ability to plan and organize effectively.
• Ability to multi-task and work cooperatively with others.
• Good public relations skills, excellent communication skills, strong financial background, and active listening and problem-solving skills.

• Responsibilities
• Supervision: Supervises, trains, assigns tasks and evaluates the job performance of all reporting staff. Implements and trains staff on new or existing procedures. Communicates policies and procedures. Conducts Performance Feedback Evaluations and Annual Performance Evaluations. Reviews and approves position descriptions. Designs and organizes work schedules for the assigned service areas.
• Administrative: Advises the Clinical Services Assistant Director of client services issues within the Hospital. Coordinates administrative support functions, activities and projects of Client Services including implementation of Exceptional Hospitality Customer Service Program. Responsibilities include the strategic planning and coordinating the activities of the office to include but not limited to: Performs key administrative tasks that support the management functions of Client Services, the conduct of administrative workflow, forms preparation and approval processes; handling of sensitive and confidential administrative matters. Develop good working relationships with faculty, staff, and students in support of the Hospital mission. Determines and implements resolutions of complex, highly sensitive and confidential administrative matters. Coordinates with the EzyVet team to create/update processes and procedures.
• Financial: Oversees compliance of University Policies and Procedures pertaining to cash handling. Closes out cash drawer at end of day verifying checks and payment postings balance. Ensures deposits and final payments are collected. Assists with the collection of deposits. Oversees client payment plans to insure hospital policy and procedures are complied with.
• Communication: Serves as primary information resource on Client Services office support methods and processes. Coordinates workflow and promotes communication between functional areas and outside units. Promotes communication between Client Services, clients, rDVMS clinicians, the general public and other departments. Provides support to the VMTH, clients and referring veterinarians (RDVMs), helping to maintain a robust clinical caseload and the reputation of the VMTH. Provides solutions to recurring or unusual administrative problems, including but not limited to identifying situations in which a complaint from clients, staff, students, faculty or rDVM has arisen or potentially might arise.
• Procedures/Training: Coordinates the maintenance of Client Service reference, procedures and resource materials. Assists in the evaluation and development of procedures and methods for process improvement, administrative changes, or new initiatives. Provides orientation and training to new client service staff, interns, residents and 4th year professional students. Updates internal policies as required. Coordinate administrative activities related to compliance for Client Services.

• Why Texas A&M University?
• We are a prestigious university with strong traditions, Core Values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.
• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts , and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave   and at least  eight hours of paid vacation   each month
• Automatic enrollment in the   Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: All employees have access to free   LinkedIn Learning  training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance   for completing a degree while a Texas A&M employee
• Living Well, a program at Texas A&M that has been built by employees, for employees

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.