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Administrative Assistant II (Full time)

Colorado State University

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Posting Details
Position Information

Classification Title Temporary Hourly
Employment Category Temporary
Is this an Hourly position? Yes
Work Hours/Week 0-40
Overtime Eligible? Yes
Position Location Fort Collins, CO 80523
Does this position qualify for hybrid or remote work? No
Description of Work Unit 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.
Search Contact Email Anna-Lee Mercado [email protected]; Brittany Uhernik [email protected]
Position Summary The Veterinary Teaching Hospital stives to provides excellent customer service to our clients and are the first and last contact with our customers. This is an administrative position with little to no animal handling. Our department is looking for a candidate to learn administrative duties as assigned to help our management team. Priority will be given to applicants who have veterinary background (clinic, terminology, etc.) and/or experience. Candidate must be able to learn quickly and multi-task on a variety of levels. Please email all search contacts listed above to be fully considered for the position.
A shift in this position may include:
· Enter/verify client and patient demographic information into our software.
· Review lab submission fails and troubleshoot to find solution.
· Review and update charges as needed.
· Remove incorrect lab orders and invoice items as requested.
· Monitor emails and help with daily tasks.
· Front Area scheduling – creating and ensuring adequate coverage in front areas.
· Updating and adding information to database (rdvms, zip, breeds, etc.)
· Client check-in and check-out at front desk
· Answer phones and connecting with Urgent Care, Emergency or Consult lines – determined by type of call as needed.
· Utilize Push to Talk phones, TEAMS application, and email technology to communicate with extended team members.
· Accept payments for deposits and dismissals.
Works with extended teams as necessary to understand and explain invoices to clients.
We are looking for someone who is flexible and willing to cover weekly daytime, weekend shifts, holidays, and including after hour shifts. The front desk operates from 6:30am – 12am, 7 days a week including weekends and holidays. This position will need to have flexibility to work any of those shifts with a preference for full availability on the weekends. Please email all search contacts listed above to be fully considered for the position.
Please email all search contacts listed (Anna-Lee Mercado – [email protected]; Brittany Uhernik – [email protected]) with required documents (resume and cover letter) to be fully considered for the position.
Position Minimum Qualifications
  • High school diploma or GED.
  • Seeking a self-motivated, multi-tasking, customer service focused, professional employee who possesses superior verbal and written communication skills.
  • Must be responsible & reliable in a very fast-paced & professional environment.
  • Must be able to remain calm and focused during emergent situations.
  • Attention to detail.
Preferred Qualifications · Basic understanding of client invoicing.
· Experience creating employee schedules.
· Experience in veterinary clinic setting (reception or clinic floor).

Posting Details

Working Title Administrative Assistant II (Full time)
Posting Number 202400012T
Department Veterinary Teaching Hospital
Salary Range $18.23 – $20/ hour dependent on experience
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/ .
Close Date 01/23/2024
Special Instructions to Applicants Please email all search contacts listed above with required documents (resume and cover letter) to be fully considered for the position. References will not be contacted without prior notification to applicant.
Background Check Policy Statement 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 for the finalist before a final offer. 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.
EEO Statement 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/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University 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 and equal access institution and 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 Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Diversity Statement Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.

Essential Job Duties

Job Duty Category Customer Service
Duty/Responsibility Provides support and assistance to Support Service Manager by learning details of lab submission, lab fail log and lab and invoice correction requests and how to appropriately handle each entry with little to no assistance. Enters charges off our billing log appropriately entering charges on correct client invoice. Assist with updating and adding to our EMR database referring veterinarians’ information, zip codes, breeds, etc. While working in client-facing positions this position will assist clients, clinicians, and students by listening and assessing needs, as well as by applying a working knowledge of veterinary terminology to adequately communicate and support services by supplying information and directing patient/client case inquiries appropriately. Assesses the emotional needs of clients and responds accordingly. Solves problems and directs activity by acquiring facts and assessing the severity of situations in accordance with needs and hospital policy. Apprises clients, veterinary students, and clinicians of any functional area guidelines, protocols, and procedures. Utilizes multiple communication systems to successfully communicate vital information, route calls, and transmit messages. Utilizes phone and pager system.
Percentage Of Time 50
Job Duty Category Charge and Collecting Payments
Duty/Responsibility Audits charges, ensuring completeness and accuracy utilizing the patient’s medical record and information from clinicians, students, staff, clients, and service areas. Works with Urgent Care to enter any charges that are not accounted for.
Explains policies regarding VTH’s billing system to students, doctors, staff, and clients. Receives and posts payments for invoices. Balances and enters deposits from previous day’s transactions. Quotes prices for services. Educates clients about the hospitals billing process and extended service areas potentially entering charges the next business day.
Percentage Of Time 20
Job Duty Category Scanning and Report Review
Duty/Responsibility Serves as a communication link between the daytime and the evening/weekend activities and services. Scans medical documents into the electronic medical records. Reviews reports and helps identify accounts that need attention. Utilizing reports to send invoices via email to clients at 7, 30, 60, 90 and 120 days.
Percentage Of Time 15
Job Duty Category Documentation/Ordering
Duty/Responsibility Enters client and referring veterinarian data. Completes appointment paperwork. Ensures that the hospital’s “Consent to Treat” authorization is signed by the client. Retrieves, assembles, files, maintains, and copies medical records. Maintains the fax machine and printers. Monitors, orders, and replenishes the brochures.
Percentage Of Time 15

References

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Maximum References Required 3

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