Job Information
Colorado State University Administrative Coordinator Part-time in Fort Collins, Colorado
Posting Detail Information
Working TitleAdministrative Coordinator Part-time
Position LocationFort Collins, CO
Work LocationPosition is fully in-office/in-person
Research Professional PositionNo
Posting Number202401229AP
Position TypeAdmin Professional/ Research Professional
Classification TitleTechnical/Support II
Number of Vacancies4
Work Hours/Week32
Proposed Annual Salary Range$37,920 - $43,800 (for full-time position, salary will be prorated for reduced FTE)
Employee Benefits
Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment todiversity, equity and inclusion (https://inclusiveexcellence.colostate.edu/about/) , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)
Explore the additional perks of working at CSU here.
For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .
Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on07/29/2024
Description of Work Unit
Veterinary Teaching Hospital
At the CSU Veterinary Teaching Hospital ( VTH ) we exist to educate the next generation of veterinarians by providing exceptional veterinary care and service to the community every day. This work unit exists to provide administration and direction of the Veterinary Teaching Hospital and provide a support facility for service to the general public and referring veterinarians.
Why work at Colorado State University?
CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine’s “America’s Best Employers by State!”
We are looking to add individuals to our team who have the following characteristics:
Confidence – they expect success in what they do
Compassion – they have genuine care and concern for others
Commitment to Inclusive Excellence – they engage principles of diversity, equity, inclusion, and justice in all they do, valuing a supportive community where everyone’s contributions are valued, and all voices are heard
Empowerment – they use their knowledge and skills to adjust, change, and improve daily tasks/work for themselves and others
Integrity – they are honest, and others trust them
Responsibility – they take ownership of decisions and actions
Our Investment in You
CSU is committed to providing employees with a strong and competitive benefits and well-being package that supports you, your health, and your family.
These CSU resources help with many aspects of your life – financial, physical, emotional, family, workplace wellness. These resources are part of our investment in you.
Employees are benefits eligible when working a minimum of 20 hours per week;benefits outlined below reflect full-time status of 40 hours per week; some benefits would be prorated for part-time status.
Paid time off to include 24 vacation days, 15 sick days, 11 paid holidays annually
Comprehensive benefits programs and services including Medical, Dental, Vision, Life, Disability, Parental Leave, work/life resources, and more
Robust Employee Assistance Program ( EAP ) for your overall well-being
FREE college credit courses (up to 9-semester credits per year) through the Employee Study Privilege program
Tuition Scholarships up to 50% for eligible family members
FREE employee growth opportunity through CSU training and development opportunitiesAfter-school programs and summer camps for kids
Community Discounts
FREE MAX transit use with CSU identification
For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit our CSU Well-Being Hub athttps://hr.colostate.edu/well-being-hub/and our Benefits programs for Administrative Professional employees:https://hr.colostate.edu/current-employees/benefits/afap/.
Retirement Programs
While employees of CSU do not contribute to Social Security, the University and the state of Colorado offer competitive retirement plans. As a condition of employment and required by Colorado law, employees are required to participate in either the University’s Defined Contribution Plan ( DCP ) or the Public Employee’s Retirement Plan ( PERA ) of Colorado. Each plan offers a generous employer match between 10% – 21%. For more information, visit:https://hr.colostate.edu/current-employees/benefits/afap/retirement/.
Campus Culture and Principles of Community
Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover. Our Principles of Community – Inclusion, Integrity, Respect, Service, and Social Justice – reflect our core values and support CSU’s mission and vision of access, research, teaching, service, and engagement. Each member of our community has a responsibility to uphold these principles when engaging with one another and acting on behalf of the University. For more information visit:https://hr.colostate.edu/prospective-employees/our-people/.
Tobacco and Smoke-Free
Colorado State University is a tobacco and smoke-free campus. For the health of our university community, the use of smoking, vaping or tobacco products is prohibited on CSU grounds or in buildings.
Position Summary
This part-time position is our Front Area float position exists to ensure adequate coverage in the Business Office, Medical Records, Reception, Call Center, and Information Desk.
The position direct clients and telephone calls to appropriate veterinary clinicians or departments from both the reception area and the call center; and to provide administrative support to clinicians and students caring for patients’ in-hospital or ambulatory by scheduling clients for optimal facility utilization using various parameters. Enters charges for procedures performed and collects monies owed for services rendered. Assist Medical Records in filing records, preparing charts, making copies, and handling requests for records.
When in reception area, this position will focus on the clients when they arrive on-site and for the duration of their visit, appointment or procedure. Specifically, this role will be responsible to check clients into the hospital, direct individuals, assist with client concerns, update electronic scheduling system, keep clients informed and ensure that patients are seen in a timely manner in the hospital. They will directly influence the clients’ VTH experience. This position will support and cross cover for the call center, reception, medical records, and client services areas.
When working in the call center, this position will focus on pre-admission/pre-registration and communications. Specifically, this role will be responsible for answering all calls coming into the hospital currently on the operator line, small and large animal direct lines, scheduling appointments, paging/connecting clinicians and routing calls appropriately. This role will also maintain online scheduling system, verify client/patient information, verify rDVM contact information, explain appointment process and procedures and determine patient service area based on nature of medical concerns and urgency of condition.
This is an essential worker position and must be willing and able to report to work as directed to perform essential and/or emergency services without delay or interruption.
This part-time position will have working hours between 6:30am-midnight, and may be asked to adjust work schedule to meet the needs of the department and university. Please note that this position is 0.8 FTE (32 hours per week).
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.
A bonus can be negotiated for eligible and successful candidates.
Required Job Qualifications
High School diploma or GED .
6 months of general clerical 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.
Preferred Job Qualifications
Call center, business office, medical record, and/or reception experience.
Demonstrated experience with online scheduling systems.
Strong verbal and written communication skills (assessed via written materials and during interview process).
Independent decision-making skills (assessed during interview process).
Flexibility – willing and able to work in several departments and flex to the needs and norms of each area.
Diversity Statement
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.
Essential Duties
Job Duty CategoryClient Care Facilitation
Duty/Responsibility
Meets or exceeds client expectations by facilitating client care and appointment scheduling.
Greets and provides prompt responses to all clients in a courteous, compassionate, and efficient manner.
Serves clients by providing correct information, directing inquiries to appropriate departments, and assessing clients’ medical and emotional needs.
Schedules appointments by matching available dates/times with prerequisites for appointments and requested/recommended services.
Determines if requested service is appropriate and apprises the client of options and potential outcomes.
Explains and clarifies appointment process and procedures.
Verifies client/patient information.
Provides basic hospital information and directs clients to various locations in the hospital or surrounding areas.
Maintains oversight of reception waiting areas.
Liaison between clients, clinicians, and referring veterinarians.
Comforts distressed clients.
Percentage Of Time50
Job Duty CategoryCommunication/Documentation
Duty/Responsibility
Utilizes multiple communication systems or methods by answering and routing in-coming telephone calls, transmitting messages via personal pagers, overhead intercom, two-way radios, personal contact, written messages, and voice mail.
Accuracy of judgment is essential, as life and death decisions are made from information gathered to implement appropriate courses of action.
Pages or contacts service areas as required to ensure timely client care.
Observes wait times and follow up if clients are not served.
Distributes and sends faxes as needed.
Compiles data and records by collecting and accurately entering client, donation, and patient data into the computer, updating daily hospital census, assembling financial and medical forms for appointments.
Verifies client/patient information at every contact.
Collects for services provided for animal invoices for exams, diagnostic testing, and procedures performed.
Audits charges, ensuring completeness and accuracy utilizing animal’s medical records, and information from doctors, students, staff and clients.
Receives and posts payments for invoices.
Balances and enters deposits from day’s transactions.
Apprises clients, veterinary students, and clinicians of any policy-procedure changes regarding the client/patient experience; follows-up to insure compliance.
Percentage Of Time20
Job Duty CategoryTeamwork
Duty/Responsibility
Trains and educates employees, incoming students and clinicians regarding hospital policies and procedures.
Designs and formats schedules and works with service areas to gather clinician and service schedules to maintain schedule integrity three months out.
Compiles information for others’ use in written and electronic formats.
Faxes, prepares and sends packages/mail, compiles and retrieves medical records, makes copies, updates procedure manuals and referring veterinarian list, cleans reception and waiting areas, types various government forms, orders forms, and maintains equipment.
Adapts to numerous clinician practice preferences and annual student turnover.
Advises leadership team providing input/feedback to changes or proposed changes in reception area, call center and business office.
Percentage Of Time20
Job Duty CategoryFacilitates rDVM Service
Duty/Responsibility
Assesses rDVM needs, forwards calls as requested and follows-up on rDVM requirements.
Verifies rDVM information and updates data base. Ensures rDVM follow-up from all emergencies.
Facilitates communication between clinicians, clients, and rDVMs.
Follows up on customer service calls and surveys.
Assists with concerns and complaints.
Promotes the VTH at every opportunity and works diligently to maintain excellent public relations.
Activates service recovery initiatives.
Percentage Of Time10
Application Details
Special Instructions to Applicants
This position will remain open until filled. For full consideration, please apply by11:59pm (MT) on July 29, 2024.Applications will continue to be reviewed after that date as needed. Interested applicants must submit a cover letter which addresses how professional experiences align with the required and preferred qualifications, a current resume, the names, email addresses, and telephone numbers of three (3) professional references. References will not be contacted without prior notification of candidates. If you have questions, please contact the VTH HR staff at VTH_HR@colostate.edu.
CSU is committed to full inclusion of qualified individuals. If you are needing assistance or accommodations with the search process, please reach out to the listed search contact. Please note, applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.
Conditions of EmploymentPre-employment Criminal Background Check (required for new hires), Essential Services Designation - Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare., Shift Work - Varied hours of all shifts depending on VTH schedule/coverage needs. Weekend shifts and availability required.
Search Contactvth_hr@colostate.edu
EEO Statement
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. TheOffice of Equal Opportunity (https://oeo.colostate.edu/) is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715,titleix@colostate.edu.
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836,oeo@colostate.edu.
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836,oeo@colostate.edu.
Any person may report sex discrimination under Title IX to theOffice of Civil Rights, Department of Education (https://www2.ed.gov/about/offices/list/ocr/docs/howto.html) .
Background Check Policy Statement
Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.
References Requested
References Requested
Minimum Requested3
Maximum Requested3
Supplemental Questions
Required fields are indicated with an asterisk (*).
- Are you willing and able to report to work as directed to perform essential and/or emergency services without delay or interruption?
Yes
No
Cover Letter
Resume
Optional Documents
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