Administrative Coordinator-Veterinary Teaching Hospital (Vth) Front Areas (B) Part-Time

Posting Details
Posting Detail Information
Working Title
Administrative Coordinator-Veterinary Teaching Hospital (VTH) Front Areas (B) Part-time
Position Location
Fort Collins, CO
Work Location
Position is fully in-office/in-person
Research Professional Position
No
Posting Number
202302250AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
32
Proposed Annual Salary Range
$37,920 - $45,504 (Based on FTE, salary is commensurate with experience and shift/schedule)
Employee Benefits
Colorado State University is not just a workplace; it's a thriving community that's transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• For detailed benefit plan information for eligible employees, visit https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/.
• For the total value of CSU benefits in addition to wages, visit https://hr.colostate.edu/total-compensation-calculator/.
• For more information about why Fort Collins is consistently ranked in the top cities to live in, visit https://hr.colostate.edu/prospective-employees/our-community/.

Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
03/04/2024
Description of Work Unit
Veterinary Teaching Hospital
Founded in 1870, Colorado State University is among the nation's leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
At the CSU Veterinary Teaching Hospital (VTH) we exist to educate the next generation of veterinarians by providing exceptional veterinary care and service to the community every day. This work unit exists to provide administration and direction of the Veterinary Teaching Hospital and provide a support facility for service to the general public and referring veterinarians.
Why work at Colorado State University?
CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine's "America's Best Employers by State!"
We are looking to add individuals to our team who have the following characteristics:

• Confidence - they expect success in what they do
• Compassion - they have genuine care and concern for others
• Commitment to Inclusive Excellence - they engage principles of diversity, equity, inclusion, and justice in all they do, valuing a supportive community where everyone's contributions are valued, and all voices are heard
• Empowerment - they use their knowledge and skills to adjust, change, and improve daily tasks/work for themselves and others
• Integrity - they are honest, and others trust them
• Responsibility - they take ownership of decisions and actions

Our Investment in You
Colorado State University (CSU) is committed to providing employees with a strong and competitive benefits and well-being package that supports you, your health, and your family.
These CSU resources help with many aspects of your life - financial, physical, emotional, family, workplace wellness. These resources are part of our investment in you.
Employees are benefits eligible when working a minimum of 20 hours per week; benefits outlined below reflect full-time status of 40 hours per week; some benefits would be prorated for part-time status.

• Paid time off to include 24 vacation days, 15 sick days, 11 paid holidays annually
• Attractive evening work schedule that is flexible yet consistent Monday-Friday
• Comprehensive benefits programs and services including Medical, Dental, Vision, Life, Disability, Parental Leave, work/life resources, and more
• Robust Employee Assistance Program (EAP) for your overall well-being
• FREE college credit courses (up to 9-semester credits per year) through the Employee Study Privilege program
• Tuition Scholarships up to 50% for eligible family members
• FREE employee growth opportunity through CSU training and development opportunities
• After-school programs and summer camps for kids
• Community Discounts
• FREE MAX transit use with CSU identification

For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit our CSU Well-Being Hub at https://hr.colostate.edu/well-being-hub/and our Benefits programs for Administrative Professional employees: https://hr.colostate.edu/current-employees/benefits/afap/
Retirement Programs
While employees of CSU do not contribute to Social Security, the University and the state of Colorado offer competitive retirement plans. As a condition of employment and required by Colorado law, employees are required to participate in either the University's Defined Contribution Plan (DCP) or the Public Employee's Retirement Plan (PERA) of Colorado. Each plan offers a generous employer match between 10% - 21%. For more information, visit: https://hr.colostate.edu/current-employees/benefits/afap/retirement/
Campus Culture and Principles of Community
Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover. Our Principles of Community - Inclusion, Integrity, Respect, Service, and Social Justice - reflect our core values and support CSU's mission and vision of access, research, teaching, service, and engagement. Each member of our community has a responsibility to uphold these principles when engaging with one another and acting on behalf of the University. For more information visit: https://hr.colostate.edu/prospective-employees/our-people/
Tobacco and Smoke-Free
Colorado State University is a tobacco and smoke-free campus. For the health of our university community, the use of smoking, vaping or tobacco products is prohibited on CSU grounds or in buildings.
Position Summary
This part-time position exists to ensure adequate coverage in the following areas:

• Business Office, Medical Records, Reception, and Call Center

The position directs clients and telephone calls to appropriate veterinary clinicians or departments from both the reception area and the call center; and to provide administrative support to clinicians and students caring for patients' in-hospital or ambulatory by scheduling clients for optimal facility utilization using various parameters. Enters charges for procedures performed and collects monies owed for services rendered. Assist Medical Records in filing records, preparing charts, making copies, and handling requests for records.
When in reception area, this position will focus on the clients when they arrive on-site and for the duration of their visit, appointment or procedure. Specifically, this role will be responsible to check clients into the hospital, direct individuals, assist with client concerns, update electronic scheduling system, keep clients informed and ensure that patients are seen in a timely manner in the hospital. They will directly influence the clients' VTH experience. This position will support and cross cover for the call center, reception, medical records, and client services areas.
When working in the call center, this position will focus on pre-admission/pre-registration and communications. Specifically, this role will be responsible for answering all calls coming into the hospital currently on the operator line, small and large animal direct lines, scheduling appointments, paging/connecting clinicians and routing calls appropriately. This role will also maintain online scheduling system, verify client/patient information, verify rDVM contact information, explain appointment process and procedures and determine patient service area based on nature of medical concerns and urgency of condition.
Functions and duties will vary depending on scheduled/assigned area for any given day. The expectation is that this position will be proficient in all areas. The area assigned for a given day or time of day is subject to sudden and immediate change. This position will greet each change with goodwill and positive attitude. Hours worked per day are flexible within the work week.
This is an essential worker position and must be willing and able to report to work as directed to perform essential and/or emergency services without delay or interruption.
This part-time position will have working hours between 6:30am-midnight, and may be asked to adjust work hours to meet the needs of the department and university.
The successful candidate must be legally authorized to work in the United States by the proposed start date; the department will not provide visa sponsorship for this position.
A combination of signing bonus + moving expenses may be available for eligible candidates; not to exceed $1000 max.
Required Job Qualifications

• High School Diploma or GED
• Two (2) years of general clerical experience
• The successful candidate must be legally authorized to work in the United States by the proposed start date; the department will not provide visa sponsorship for this position.

Preferred Job Qualifications

• Call center, business office, medical record, and/or reception experience;
• Demonstrated experience with online scheduling systems;
• Strong verbal and written communication skills (assessed via written materials and during interview process);
• Independent decision-making skills (assessed during interview process);
• Flexibility - willing and able to work in several departments and flex to the needs and norms of each area.

Diversity Statement
Personal or professional commitment to diversity and inclusion as demonstrated by persistent effort, active planning, allocation of resources and/or accountability for diversity and inclusion outcomes.
Essential Duties
Job Duty Category
Client Care Facilitation
Duty/Responsibility

• Meets or exceeds client expectations by facilitating client care and appointment scheduling.
• Greets and provides prompt responses to all clients in a courteous, compassionate, and efficient manner.
• Serves clients by providing correct information, directing inquires to appropriate departments, and assessing clients' medical and emotional needs.
• Schedules appointments by matching available dates/times with prerequisites for appointments and requested/recommended services.
• Determines if requested service is appropriate and apprises the client of options and potential outcomes.
• Explains and clarifies appointment process and procedures. Verifies client/patient information.
• Provides basic hospital information and direct clients to various locations in the hospital or surrounding areas.
• Maintains oversight of reception waiting areas.
• Liaisons between clients, clinicians, and referring veterinarians.
• Comforts distressed clients.

Percentage Of Time
50
Job Duty Category
Communication/Documentation
Duty/Responsibility

• Utilizes multiple communication systems or methods by answering and routing in-coming telephone calls, transmitting messages via personal pagers, overhead intercom, two-way radios, personal contact, written messages, and voice mail.
• Accuracy of judgment is essential, as life and death decisions are made from information gathered to implement appropriate courses of action.
• Pages or contacts service areas as required to ensure timely client care.
• Observes wait times and follow up if clients are not served. Distributes and sends faxes as needed.
• Compiles data and records by collecting and accurately entering client, donation, and patient data into the computer, updating daily hospital census, assembling financial and medical forms for appointments.
• Verifies client/patient information at every contact.
• Collects and enters charges to animals invoice for exams, diagnostic testing, and procedures performed.
• Audits charges, ensuring completeness and accuracy utilizing animal's medical records, and information from doctors, students, staff and clients.
• Receives and posts payments for invoices.
• Balances and enters deposits from previous day's transactions.
• Quotes prices for services.
• Apprises clients, veterinary students, and clinicians of any policy-procedure changes regarding the client/patient experience; follows-up to insure compliance.

Percentage Of Time
20
Job Duty Category
Facilitates rDVM service
Duty/Responsibility

• Assesses rDVM needs, forwards calls as requested and follows-up on rDVM requirements.
• Verifies rDVM information and updates data base.
• Ensures rDVM follow-up from all emergencies.
• Facilitates communication between clinician, clients, and rDVMs. Follows up on customer service calls and surveys.
• Assists ...