Senior Administrative Coordinator I - Large Animal Front Desk

Job Title

Senior Administrative Coordinator I - Large Animal Front Desk

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 Texas A&M School of Veterinary Medicine & Biomedical Sciences (VMBS) is an institution that represents 100 years of growth from a small school of veterinary medicine in 1916 to its present role as a major veterinary educational, medical, and research center. Today, we are one of the largest schools of veterinary medicine in the United States, training nearly 600 Doctor of Veterinary Medicine students each year. We support collaboration and teamwork that turns today's discoveries into proactive solutions for animals, humans, and the environment. Together, we strive to support the goals of the faculty, staff and students in teaching, research and outreach programs.  To learn more, please visit our website https://vetmed.tamu.edu/  

What we want

The Large Animal Hospital Senior Administrative Coordinator I is the supervisor of Communications, Client Liaisons, Customer Service and Hospitality Program Implementations for all client programs and is responsible for providing exceptional customer experience for clients and patients within the Large Animal Hospital. Position is responsible for overseeing the operations of the Large Animal Hospital Front Desk, monitoring accounts, and assisting Doctors and Clinicians with clerical and financial issues.

What you need to know

Compensation will be commensurate to selected hire’s experience.

Required Education and Experience:

• Bachelor's degree or equivalent combination of education and experience.

• Six years of experience in office administration.

Required 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.

• 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.

• Provide quality customer service to internal and external customers/clients.

Preferred Qualifications:

• Additional administrative and supervisory experience. 

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

• Excellent oral and written communication skills. Hospitality, customer service, or communications training or certification.

Responsibilities:

• Administrative: Coordinates administrative support functions, activities and projects of Large Animal Client Services including implementation of Hospitality Customer Program. Plans and coordinates the activities of the office to include but not limited to administrative tasks that support the management functions of Large Animal Client Services, the conduct of administrative workflow, forms preparation and approval processes; handling of sensitive and confidential administrative matters; file development, provision of information, data and responses to internal and external queries and requests; conduct of research to support administrative decision making and maintenance of appropriate databases. Determines and implements resolutions of complex, highly sensitive and confidential administrative matters. Coordinates with the IT-VMIS team to create/update processes and procedures.

• Supervision: Supervises, trains, assigns tasks and evaluates the job performance of all reporting staff. Implements and trains staff on new or existing procedures. Communicates policy and procedures. Responsible for hiring and training of subordinate staff.

• 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. Creating bank deposits and making change requests. Oversees client payment plans to insure hospital policy and procedures are complied with.

• Communication: Serves as primary information resource on Large Animal Client Services office support methods and processes. Coordinate’s workflow and promotes communication between functional areas and outside units. Promotes communication between Large 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 Large 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 Large Animal client service staff, interns, residents, and 4th year professional students. Updates internal policies as required. Coordinate administrative activities related to compliance for Large Animal Client Services. Performs other duties as assigned.

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/Affirmative Action/Veterans/Disability Employer.