Veterinary Hospital Administrative Support Specialist

Feb 27, 2018
Institution Type
Four-Year Institution

Position Number: 00106805

Primary Function of Organization Unit: The NC State Veterinary Hospital (VH), established in 1983, is one of the highest rated veterinary academic medical centers in the country, serving communities throughout North Carolina as well as many other states. The hospital staffs over twenty clinical services with board certified specialists that are nationally and even internationally renowned, ensuring the VH is on the cutting edge of veterinary medicine. Patients benefit from the combined expertise of multiple specialists utilizing a team approach to patient health care. Each year, nearly 25,000 patients are treated in the VH. The VH provides compassionate care, state of the art specialty health care, expert clinical instruction for 4th year veterinary students from College of Veterinary Medicine, and ongoing investigation of innovative techniques and procedures to further advance the field of veterinary medicine.

Essential Job Duties: This position is the key/critical primary administrative support for the Operations Manager (Veterinary Health and Wellness Center and the Equine and Farm Animal Veterinary Center). The finalist candidate will have exemplary communication skills, be organized, detailed and have initiative. Duties include: Manage the Operations Manager's complicated and demanding calendar to minimize conflicts and ensure needs are met, accuracy, and efficient use of time. Assisting with departmental recruitment activities such as managing the interview process to include coordinating schedules, setting up interviews, sending out pre-interview packets (parking pass, directions, times, what to expect, etc)., complete follow up and reference checks. Assist Operations Manager with monitoring, scheduling and taking care of minor hospital duties that include ordering supplies, maintaining maintenance calendar. Confirming paperwork is accurate, has signatures and appropriate write off information is complete before sending to Operations Manager. Assists clinician/rDVM complaints by pulling medical record, communication logs and bills. This position ensures administrative standard operating procedures are current. Must be able to independently identify Operations Manager's priorities when managing meeting requests/adjustments and dedicated project time calendar holds. Oversee all administrative facets of monthly Infectious Disease and other ad hoc meetings to include organizing, agenda preparation packet, meeting minutes, updating, revising and keeping current policies, fielding and soliciting feedback, orientation and re-education programs, reminder programs and testing programs. Capable of drafting professional and clear written correspondence. Comfortable reviewing for content, clarity and punctuation. Strong grammar, editing and spelling skills. Role is back up for client services personnel.

Minimum Education/Experience:

Department Required Skills: Ability to work effectively with minimal supervision. Must have excellent interpersonal skills and the ability to work with a diverse group of individuals including the Hospital staff, faculty, house officers and students. Strong organizational skills and attention to detail. Ability to maintain confidentiality at all times. Proficient with Microsoft Office, office technology and email and calendaring tools. Excellent customer service skills and comfortable with frequent interruptions. Excellent written and verbal communication skills. Ability to understand concepts and communicate effectively with individuals at all levels. Courteous and professional manner. Capable of drafting professional and clear written correspondence. Strong grammar, editing and spelling skills. Ability to prioritize. Ability to manage concurrent projects. Ability to understand, interpret and make recommendations regarding standard operating procedures and policies. Ability to understand and utilize financial and mathematical formulas used in financial reporting. Ability to lift up to 20 pounds. Ability to quickly and creatively problem solve and come to an effective resolution. Analytical ability and solid customer service.

Preferred Experience, Skills, Training/Education: Experience working in a University/academic or Hospital setting. Knowledge of university policy and procedures. 3+ years working in an administrative support capacity. Associate's degree.

Necessary Licenses and Certifications: N/A

AA/EOE: NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree verified at "":http// Degree must be obtained prior to start date.

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.

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