Senior Administrative Coordinator I

Location: College Station, Texas | Staff position

About the role

The Small Animal Hospital Senior Administrative Coordinator supervises the Small Animal Front Desk, including oversight of admissions and discharges, cash handling operations, scheduling, monitoring accounts, and daily front desk workflow. This 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.

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 the Exceptional Hospitality Customer Service Program
  • Performs key administrative tasks supporting management functions, workflow, forms preparation, and approval processes
  • Handles sensitive and confidential administrative matters
  • Develops working relationships with faculty, staff, and students in support of the Small Animal Hospital mission
  • Determines and implements resolutions for complex, highly sensitive, and confidential administrative matters
  • Coordinates with the EzyVet team to create/update processes and procedures
• Financial
  • Oversees compliance with 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 ensure 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 maintain a robust clinical caseload and the reputation of the VMTH
  • Provides solutions to recurring or unusual administrative problems, including addressing complaints from clients, staff, students, faculty, or rDVMs
• 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
  • Coordinates administrative activities related to compliance for Small Animal Client Services
• Other duties as assigned

Requirements

• 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 of 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
  • Leadership and relationship-building skills
  • Ability to use and manage an electronic medical record (EMR) system
  • Bilingual in English and Spanish

Skills

• Ability to multi-task and work cooperatively with others
• Working knowledge of spreadsheet, presentation, and word processing software programs
• Interpersonal and communication skills
• Ability to plan and organize effectively
• Good public relations skills
• Strong financial background
• Active listening and problem-solving skills

Pay

$50,000/year

Benefits

• Medical, prescription drug, dental, vision, life, and AD&D insurance with Texas A&M contributing to employee health and basic life premiums
• 12-15 days of annual paid holidays
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas
• Health and Wellness: Free exercise programs and release time
• Professional Development: Free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more
• Educational release time and tuition assistance for completing a degree while employed
• Access to Living Well, a program built by employees for employees
• Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum