Administrative Coordinator - Veterinary Teaching Hos

Colorado State University•Fort Collins, CO

8d•$37,920 - $43,800•Onsite

About The 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.

Requirements

HS diploma or GED
6 months general clerical experience
12 months of forward-facing, direct customer service experience
Legally authorized to work in the United States by the proposed start date
Pre-employment Criminal Background Check (required for new hires)
Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare.
Strong written communication skills (accessed via written materials)

Nice To Haves

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

Responsibilities

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.