Administrative Coordinator-1

Colorado State University•Fort Collins, CO

12h•Hybrid

About The Position

The Administrative Coordinator – Call Center position serves as a primary point of contact for clients of the Colorado State University Veterinary Health System, primarily supporting hospital operations through the Veterinary Health System's centralized call center. This position provides exceptional customer service while coordinating communication between clients, referring veterinarians, clinicians, students, and hospital services to ensure an efficient, compassionate, and seamless client experience. Responsibilities include managing high-volume inbound and outbound telephone communications for the Small Animal Specialty Hospital, scheduling appointments, routing calls, paging and connecting clinicians, coordinating patient access, maintaining online scheduling systems, verifying client, patient, and referring veterinarian information, educating clients on hospital processes and appointment requirements, maintaining medical records, and supporting administrative operations across multiple specialty care teams. While the position may occasionally provide in-person client support, the majority of work will be performed within the call center through telephone and electronic communication. This position requires excellent communication skills, attention to detail, critical thinking, and the ability to prioritize multiple tasks in a fast-paced veterinary teaching hospital environment.

Requirements

HS diploma or GED.
Six (6) months of general clerical experience.
12 months of forward-facing customer service experience.
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.

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.
Strong written communication skills (accessed via written materials).

Responsibilities

Coordinate client communication and access to care by serving as the primary point of contact for the Small Animal Hospital; answering high-volume inbound calls, assessing client needs, determining the appropriate specialty service based on presenting concerns and established protocols, routing communications, and connecting clients with clinicians and hospital resources.
Schedule and coordinate patient appointments by evaluating clinical urgency, referral requirements, provider schedules, service availability, and hospital protocols; maintaining online scheduling systems; verifying client, patient, and referring veterinarian information; and educating clients on appointment processes, referral requirements, and hospital policies.
Manage hospital communications and information flow by routing telephone calls, electronic messages, appointment requests, and urgent communications; paging and connecting clinicians; communicating with referring veterinarians and hospital personnel; and ensuring timely, accurate information exchange across specialty services.
Maintain patient records and perform administrative support functions by entering and verifying demographic information, managing electronic medical records, monitoring administrative reports, maintaining referral documentation, producing correspondence, and ensuring accurate documentation to support patient care and hospital operations.
Process financial transactions and support billing operations by collecting deposits and payments, reviewing and correcting charges, explaining estimates and invoices, reconciling financial transactions, and ensuring compliance with institutional financial and cash-handling procedures.
Perform other related duties as assigned to support the operational needs of the Veterinary Health System, including cross-training, workflow improvement initiatives, and providing in-person administrative support as needed.