Administrative Coordinator I - Communications

Job Title

Administrative Coordinator I - Communications

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 for all visitors, students, faculty, and staff by promoting a culture that embraces inclusion, diversity, equity, and accountability.  Diverse perspectives, talents, and identities are vital to accomplishing our mission and living our core values .

Who we are

The Veterinary Medical Teaching Hospital (VMTH) includes the Small Animal Hospital http://vethospital.tamu.edu/small-animal-hospital and the Large Animal Hospital http://vethospital.tamu.edu/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 at the only veterinary teaching hospital in the state of Texas!

What we want

The Communications Administrative Coordinator I is responsible for ensuring that all calls from clients and RDVM’s and communications are shared with the appropriate services.  Ensure that all appointments have been scheduled with the appropriate services.    This person would also direct, oversee, and manage the communications department. Develop, coordinate, and monitor all communication procedures.  Responsible for handing all complaint calls and ensuring that they are handled in a timely manner. The selected candidate will subscribe to and support our commitment to Inclusion, Diversity, Equity and Accountability as stated above. If the description sounds interesting to you, we invite you to apply to be considered for this opportunity.

What you need to know

Salary: Compensation will be commensurate to selected hire’s experience.

Special Note: A cover letter and resume are strongly recommended. You may upload them on the application under the CV/Resume section.

COVID-19 information:  Texas A&M University monitors local, state and federally mandated health guidelines to keep students, employees, prospective employees, and visitors as safe as possible. For the latest information regarding Texas A&M’s COVID-19 response, please visit the University’s COVID-19 website . For COVID-19 employment-related information, please visit the Division of Human Resources and Organizational Effectiveness’ COVID-19 website .

As a Healthcare facility, The Veterinary Medical Teaching Hospital COVID-19 guidelines may vary from those located on the Division of Human Resources and Organizational Effectiveness’ website .

Required Education:

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

Required Knowledge, Skills, and Abilities:

• Ability to multitask and work cooperatively with others

• Interpersonal and communication skills and ability to plan and organize effectively

• Knowledge of medical terminology

• Strong attention to detail and commitment to quality

Other Requirements or Other Factors:

• This is a position at a hospital

• Ability to use a multiline phone system, preferably a VOIP phone

• Ability to use software for a VOIP phone system

• Ability to work around animals, hay, and dust

• Ability to work alternative shifts, holidays, weekends, and on-call duty

.

Preferred Education and Experience:

• Two years of experience in office administration

• More than two years of experience in office administration

• Four years of supervisory experience

Responsibilities:

• Departmental Oversight - Provides leadership to Communication employees whose responsibility is to provide exceptional customer service to our external and internal customers. Coordinates daily office support activities and administrative interactions. Manages workflow in the office. Keeps staff properly scheduled, trained, informed of any updates/changes, keeps SOPs updated, etc. Supervises staff and student workers. Provides organizational planning and problem solving skills. Assists in building a strong Client Services – Communications Coordinator team that interacts in many different capacities with different clients. Monitors needs of the department and team. Makes recommendations for process improvements, administrative changes, or new initiatives. Conducts yearly performance reviews of all communication employees. Interviews and hires candidates for the department.

• Administrative - Creates reports of incoming and outgoing calls and dropped calls. Investigates and gathers information on client and RDVM complaints.Develops and implements new policies and processes.

• Communications/Coordinator - Provides back up to staff by assisting in the receiving of referrals from rDVMs, taking client calls, scheduling appointments, responding to inquiries, updating service schedules, contacting clients with appropriate information, contacting rDVM with appropriate information, etc. Directs clients and rDVMs to online resources, such as, the Client & Referral Portals.

• Client Care/Customer Care - Directs clients/customers to appropriate resource for any issues that may arise during the visit to the Small Animal Hospital. Gathers and obtains correct information to create/update or verify account of client and/or chart for patient while correctly explaining VMTH policy and procedures in a professional manner. Notify services and appropriate personnel of patient arrival. Documents all patient information in correct systems, databases, etc. Investigates complaints related to communication issues.

• Payment Processing - Provides technical information regarding payment processing procedures and service. Explains billing invoice and collects payments due and/or provides information regarding alterative options according to the policy and procedures of VMTH. Verify any future needs, such as, return appointments or additional consults. Informs clients of VMTH policies and thanks clients for their business. Verifies and audits inpatient invoices to communicate with services regarding financials. Maintains and documents financial information in correct systems, databases, etc. 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/AffirmativeAction/Veterans/Disability Employer committed to diversity.