Administrative Coordinator

Senior Administrative Coordinator ITexas A&M University is committed to enriching the learning and working environment by promoting a culture that respects all perspectives, talents & lived experiences. Embracing varying opinions and perspectives strengthens our core values which are: Respect, Excellence, Leadership, Loyalty, Integrity, and Selfless Service.The Small Animal Hospital is dedicated to the total well-being and care of a pet throughout its lifetime. We are a part of the Vet Med Teaching Hospital (VMTH) at Texas A&M University with a team of dedicated, caring veterinary medical professionals.The Small Animal Hospital Senior Administrative Coordinator is responsible for supervising the Small Animal Front Desk, including oversight of admissions and discharges, cash handling operations, scheduling, monitoring accounts and daily front desk workflow. The 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.Salary: Compensation will be commensurate to the selected hire's experience.ResponsibilitiesSupervisionSupervises, trains, assigns tasks and evaluates the job performance of all reporting staffImplements and trains staff on new or existing proceduresCommunicates policies and proceduresConducts Performance Feedback Evaluations and Annual Performance EvaluationsReviews and approves position descriptionsDesigns and organizes work schedules for the assigned service areasAdministrativeAdvises the Clinical Services Assistant Director of client services issues within the Small Animal HospitalCoordinates administrative support functions, activities and projects of Small Animal Client Services including implementation of Exceptional Hospitality Customer Service ProgramResponsibilities include the strategic planning and coordinating the activities of the office to include but not limited to: Performs key administrative tasks that support the management functions of Small Animal Client Services, the conduct of administrative workflow, forms preparation and approval processes; handling of sensitive and confidential administrative mattersDevelop good working relationships with faculty, staff, and students in support of the Small Animal Hospital missionDetermines and implements resolutions of complex, highly sensitive and confidential administrative mattersCoordinates with the EzyVet team to create/update processes and proceduresFinancialOversees compliance of University Policies and Procedures pertaining to cash handlingCloses out cash drawer at end of day verifying checks and payment postings balanceEnsures deposits and final payments are collectedAssists with the collection of depositsOversees client payment plans to insure hospital policy and procedures are complied withCommunicationServes as primary information resource on Small Animal Client Services office support methods and processesCoordinates workflow and promotes communication between functional areas and outside unitsPromotes communication between Small Animal Client Services, clients, rDVMS clinicians, the general public and other departmentsProvides support to the VMTH, clients and referring veterinarians (RDVMs), helping to maintain a robust clinical caseload and the reputation of the VMTHProvides solutions to recurring or unusual administrative problems, including but not limited to identifying situations in which a complaint from clients, staff, students, faculty or rDVM has arisen or potentially might ariseProcedures/TrainingCoordinates the maintenance of Small Animal Client Service reference, procedures and resource materialsAssists in the evaluation and development of procedures and methods for process improvement, administrative changes, or new initiativesProvides orientation and training to new Small Animal client service staff, interns, residents and 4th year professional studentsUpdates internal policies as requiredCoordinate administrative activities related to compliance for Small Animal Client ServicesOther duties as assignedQualificationsRequired Education and Experience:Bachelor's degree or any equivalent combination of education and experience.Six years of experience in office administration.Preferred QualificationsBachelor's degreeHospitality, customer service, or communications training or certificationFive years administrative and supervisory experiencePrevious Animal Science or Veterinary Hospital experienceCertified Administrative Professional (CAP) or Hospitality, Customer Service, or communications training or certificateExcellent oral and written communications skillsPossess leadership and relationship-building skillsAbility to use and manage an electronic medical record (EMR) systemBilingual in English and SpanishKnowledge, Skills, and AbilitiesAbility to multi-task and work cooperatively with others.Working knowledge of spreadsheet, presentation and word processing software programs.Interpersonal and communication skills and ability to plan and organize effectively.Good public relations skills, excellent communication skills, strong financial background, and active listening and problem-solving skills.Why Texas A&M University?Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums12-15 days of annual paid holidaysUp to eight hours of paid sick leave and at least? eight hours of paid vacation each monthAutomatic enrollment in the Teacher Retirement System of TexasHealth and Wellness: Free exercise programs and release timeProfessional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and moreEducational release time and tuition assistance for completing a degree while a Texas A&M employeeLiving Well, a program at Texas A&M that has been built by employees, for employeesInstructions 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/Veterans/Disability Employer.