Administrative Coordinator

Job Title

Senior Administrative Coordinator I

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Small Animal Hospital Senior Administrative Coordinator is responsible for supervising the Small Animal 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: Compensation will be commensurate to the selected hire’s experience.  

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 Small Animal Hospital

• Coordinates administrative support functions, activities and projects of Small Animal 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 Small Animal 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 Small Animal 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 Small Animal Client Services office support methods and processes

• Coordinates workflow and promotes communication between functional areas and outside units

• Promotes communication between Small Animal 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 Small Animal 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 Small Animal client service staff, interns, residents and 4th year professional students

• Updates internal policies as required

• Coordinate administrative activities related to compliance for Small Animal Client Services

• Other duties as assigned

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

• Bachelor’s degree

• Hospitality, customer service, or communications training or certification

• Five years administrative and supervisory experience

• Previous Animal Science or Veterinary Hospital experience

• Certified Administrative Professional (CAP) or Hospitality, Customer Service, or communications training or certificate

• 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.

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.