Administrative Assistant

Evolution Veterinary Specialists•Lakewood, CO

12h•Onsite

About The Position

As an Administrative Assistant, you’ll play a hands-on role in the day-to-day administrative and operational functions of the hospital. This position is ideal for a compassionate, highly organized, detail-oriented, and curious individual who thrives in a fast-paced, collaborative environment and enjoys wearing many hats. You’ll help keep the hospital running smoothly by supporting administrative operations, HR, financial auditing, recruiting, marketing, community outreach, facility needs, and leadership initiatives. This role combines behind-the-scenes administrative work with opportunities to interact with employees, veterinary professionals, referral partners, vendors, and community members. You’ll be trusted to work independently, identify opportunities for improvement, solve problems, and make informed decisions while knowing when to escalate concerns to hospital leadership.

Requirements

High school diploma or equivalent
Strong administrative and organizational skills
Exceptional interpersonal and communication skills
Strong attention to detail and accuracy
Ability to multitask and prioritize competing responsibilities
Ability to work independently with limited oversight
Strong customer service skills
Working knowledge of Microsoft Office applications, email, and file management
Confidence making appropriate, informed decisions
Ability to work effectively in a fast-paced, collaborative environment
Comfort and interest working around animals of all types
Commitment to consistently doing high-quality work

Nice To Haves

Associate's or Bachelor's degree in Business Administration, Human Resources, Accounting, or a related field
2+ years of experience in office administration, HR, finance, or a related field
Experience working in a veterinary, medical, or healthcare setting
Experience with financial auditing or invoice review
Experience supporting recruiting, onboarding, or HR functions
Experience with marketing, community outreach, or relationship management
Experience coordinating events, meetings, or educational programs
Familiarity with social media, internet technologies, web browsers, connectivity, and basic website troubleshooting
Experience working with veterinary practices or other healthcare organizations

Responsibilities

Provide day-to-day administrative and operational support to hospital leadership and departments
Manage correspondence, mail, reports, letters, presentations, employee files, and other administrative documentation
Coordinate meetings, events, catering, and other hospital initiatives
Assist with vendor communication, office equipment troubleshooting, basic IT needs, and facility organization
Support recruiting, hospital tours, onboarding/offboarding, employee retention initiatives, and HR administrative needs
Assist leadership with special projects, financial reporting, presentations, and other organizational priorities
Perform daily inpatient invoice audits and assist with spot audits to identify missed charges, unallocated invoices, and billing discrepancies
Communicate audit findings to appropriate leadership and assist with follow-up and resolution
Support financial reporting and weekly financial updates, including comparisons to previous years
Manage vending machine stocking, maintenance, and monthly reporting
Support EVS marketing and community outreach initiatives, including CE events, lunch-and-learns, social events, conferences, and trade shows
Build and maintain relationships with referring veterinary practices and veterinary professionals
Conduct outreach through phone calls, emails, in-person visits, and other relationship-building efforts
Help identify referral partner needs, promote new services, and connect practices with appropriate EVS resources
Support territory mapping and outreach strategies to strengthen referral relationships and increase awareness of EVS services
Assist with local events and initiatives that promote EVS within the veterinary community
Work independently while effectively prioritizing competing responsibilities in a fast-paced environment
Identify opportunities to improve organization, efficiency, communication, and processes throughout the hospital
Serve as a dependable resource and problem-solver for employees, leadership, vendors, and other hospital partners
Provide backup support for leadership and other administrative functions as needed
Take ownership of assigned projects and follow them through to completion
Maintain a high level of professionalism, confidentiality, accuracy, and customer service in all responsibilities
Other duties as assigned; this list is not exhaustive, and the employer reserves the right to assign additional tasks and responsibilities as needed.