Administrative Coordinator - Veterinary Teaching Hos

Administrative Support Position

This position provides support for the general administrative operations of a given unit. Responsibilities include reception duties, scheduling, producing reports and correspondence, assisting in project management, performing data entry tasks, and supporting budgeting/fiscal activities. May assist with organizing meetings, travel and events.

At the CSU Veterinary Health System, animals and the people who care for them are at the heart of everything we do. Every decision we make reflects our commitment to those who trust us with their animals' health. That focus inspires us to deliver expert veterinary services, support veterinary education and training, and advance groundbreaking research.

We show up every day with passion, eagerness to collaborate, and a drive to redefine what's possible. Our deep partnership with the College of Veterinary Medicine and Biomedical Sciences amplifies our impact, enabling us to boldly innovate and share knowledge widely.

Essential Job Duties

• Deliver high-quality customer service and case coordination by serving as the primary point of contact for clients, referring veterinarians, clinicians, and students; assessing informational and emotional needs; applying veterinary terminology; and directing patient and case inquiries in alignment with hospital policies, procedures, and clinical urgency.
• Manage multi-channel communications and information flow by routing telephone calls, pagers, voicemail, and electronic messages; transmitting time-sensitive communication; and ensuring guidance, protocols, and procedural updates are accurately conveyed to appropriate service areas.
• Schedule and coordinate patient appointments and services by aligning client and clinician availability, confirming specialty service and equipment access, gathering relevant case information, and educating clients and clinical teams on appointment and referral requirements to support timely, appropriate care.
• Process, audit, and reconcile patient charges and payments by reviewing medical records for billing accuracy, entering or correcting charges, explaining hospital billing policies, quoting costs, posting payments, balancing deposits, and ensuring financial transactions comply with institutional standards.
• Maintain medical records, documentation, and office systems by scanning and managing records in the electronic medical record, monitoring reports for accounts requiring follow-up, issuing invoices and statements at established aging intervals, and maintaining client, referral, equipment, and supply records.
• Ensure continuity of operations and support hospital functions by coordinating handoffs between day and evening/weekend operations, monitoring reports, facilitating communication across service areas, and performing other related duties as assigned.

Supervision

No formal supervisory duties

Conditions of Employment

• The successful candidate must be legally authorized to work in the United States by the proposed start date; the department will not provide visa sponsorship for this position.
• Pre-employment Criminal Background Check (required for new hires).
• Essential Services Designation - Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare.
• Shift Work - varied hours of all shifts depending on VTH schedule/coverage needs.
• Weekend shifts and availability required.

Minimum Qualifications

• HS diploma or GED
• 6 months general clerical experience
• 12 months of forward-facing, direct customer service experience

Preferred Qualifications

• Call center, business office, medical record, and/or reception experience
• Demonstrated experience with online scheduling systems
• Experience with insurance, assistance funds, or institutional billing processes
• Strong written communication skills (accessed via written materials)

Application Instructions

This position will remain open until filled. Interested applicants must submit a cover letter which addresses how professional experiences align with the required and preferred qualifications, and a current resume. References will be requested for finalists at a later date and will not be contacted without prior notification of candidates.

CSU is committed to full inclusion of qualified individuals. If you need assistance or accommodations with the search process, please reach out to the VTH HR staff at View email address on click.appcast.io.

Salary Range

$37,920 - $43,800