UTS - Temporary Vet Client Service Representative at NC State

UTS - Temporary Vet Client Service Representative at NC State

The primary purpose of this position is to provide high-level client service, scheduling coordination, administrative support, and operational assistance within a fast-paced environment. This person will also serve as a primary point of contact for clients, and clinical teams by ensuring accurate communication, efficient appointment coordination, timely triage support, complete medical documentation, and financial processing while maintaining professionalism and responsiveness during routine and emergency situations.

Client Interaction & Communication: Greet and check in clients, manage in-person and phone inquiries, respond accurately and empathetically to complex questions, clearly explain hospital policies, estimated costs, and deposit requirements, and provide immediate support during emergency situations.

Scheduling & Coordination: Schedule appointments in accordance with service guidelines, appointment type, and clinical availability, communicate real-time updates to clinical teams and referring veterinarians, and prioritize urgent and emergency cases as needed.

Medical & Administrative Records: Collect, verify, and summarize information from multiple sources, maintain accurate electronic and paper medical records, consent forms, and documentation, and ensure completeness and compliance, including emergency patient records.

Triage & Problem Solving: Assess client-reported concerns and hospital guidelines to determine urgency, notify clinical staff promptly, and ensure appropriate follow-up, including patient discharge, referral coordination, and emergency response support.

Financial & Operational Support: Handle deposits, monitor billing accuracy, process transactions, resolve discrepancies in collaboration with the Business Office, and support operational efficiency across departments, even during high-volume or emergency situations.

Team Collaboration & Training: Serve as a resource for staff and cross-train new or temporary team members, provide backup coverage for front-facing client service roles, and facilitate smooth departmental operations, including support during critical or emergency cases.

Is Time Limited - Yes

If Yes, Appointment Length - 1 year

Department Information

Job City & State - Raleigh, NC

Department - 447030

System Information

Classification Title - Temporary-Clerical

Working Title - UTS - Temporary Vet Client Service Representative at NC State

Requirements and Preferences

Work Schedule - Monday-Friday, 8am - 4pm (flexible)

Other Work/Responsibilities - Other duties as needed.

Minimum Experience/Education - High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Department Required Skills - Communication Skills: Ability to maintain professional and effective communication under pressure. Customer Service Excellence: A genuine passion for helping people and providing a positive, empathetic experience. Administrative Proficiency: Strong multitasking skills with the ability to manage phones, emails, and financial documentation simultaneously. Adaptability: Readiness to support the team where needed most based on scheduling and operational requirements. Ability to lift up to 30 pounds frequently, with or without reasonable accommodations.

Preferred Years Experience, Skills, Training, Education - Previous client service experience in a veterinary or medical setting. Knowledge of medical records software, MS Office products and/or Google Apps (or similar software), email, fax and copy machines. Excellent verbal and written communication skills, and strong organizational and multitasking skills. Exceptional customer service skills and the ability to interact professionally with clients, faculty, and staff in demanding situations. Ability to interpret hospital guidelines and client needs to determine emergency situations. Emotional intelligence, ability to empathize, and the ability to mentally process difficult cases.

Required License or Certification - N/A

Valid NC Driver's License required? - No

Commercial Driver's License Required? - No

Recruitment Details

Anticipated Hiring Range - $18.75/hourly

Recruitment Dates

Job Open Date - 05/12/2026

EEO - NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact View phone number on click.appcast.io to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at View phone number on click.appcast.io or View email address on click.appcast.io. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit. NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Supplemental Questions

1. * How did you hear about UTS? (Open Ended Question)
2. * Please explain your experience working in a public-facing role working with or around animals? (Open Ended Question)
3. * Do you have experience with medical records and scheduling? Please explain. (Open Ended Question)
4. * Please describe your experience handling financial transactions, including deposits, billing review, payment processing, and resolving discrepancies. Include any experience collaborating with business or finance offices and working in fast-paced or high-volume environments. (Open Ended Question)

Applicant Documents

1. Resume
2. Contact Information for References
3. Cover Letter (Optional)