Admin Assistant III - Lead

Assists clinicians and students by applying veterinary medical knowledge to direct client contact, referring veterinarian contact, and schedule appointments. Serves clients by providing correct information, directing inquires to appropriate departments, and listening to and assessing clients’ medical and emotional needs. Schedules appointments by matching available dates and times with prerequisites for appointments to ensure delivery of requested/recommended services. Gathers information to determine if requested service is appropriate and apprise the client of the best situation for desired outcome. Meets or exceeds customer expectations. Explains; clarify appointment process and procedures. Verify client/patient information.

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/contacts service areas as required to ensure timely client service. Observes wait times and follow up if clients are not served.

Greet and provide prompt response to all requests in a courteous, compassionate, and efficient manner. Provides basic hospital information and direct clients to various locations in the hospital or surrounding areas. Provides directions and travel information. Distribute and send faxes as needed. Maintain oversight of reception waiting areas.

Assess rDVM needs, forward calls as requested and follow-up on rDVM requirements. Verify rDVM information and update data base. Ensure rDVM follow-up from all emergencies. Facilitate communication between clinician and clients or rDVM. Assist with client concerns and complaints. Promote the VTH at every opportunity and work diligently to maintain excellent public relations.

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. Verify client/patient information at every contact.

Train new employees. Work with service areas to maintain schedule integrity 3 months out. Gather clinician and service schedules from all resources; Compile this information for others use in written form and in computer system. Designing and formatting schedules, faxing, Fed-Ex ing, compiling and retrieving medical records, Xeroxing, updating procedures manual and referring veterinarian list, cleaning reception and waiting area, ordering forms, and maintaining equipment.

Review schedule and employees leave request to determine approval. Approving work hours for employees. Provides input for employee performance. Assigns tasks and monitors progress for the work unit. Review and recommends changes in workflow or processes.
Will be responsible to support staff with upset or highly charged clients. May need to take over situation and determine methods to resolve the situation. Will work with clinicians and staff to come to a resolution or to understand the situation.
Apprises clients, veterinary students, and clinicians of any policy-procedure changes regarding the client/patient experience; follow-up to ensure compliance.

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Acting Title IX Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 123 Student Services Building, Fort Collins, CO. 80523-0160, (970) 491-1715, [email protected] .

The Section 504 and ADA Coordinator is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.
Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb .
A standard appeal form is available at: www.colorado.gov/spb . If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.