Administrative Coordinator-1

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.

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. 
 

In addition to the salary, this position is eligible for differential pay.

Salary Differentials: We offer hourly differentials for certain days/times as an incentive to team members should your shift fall during these days/times. These differentials apply when half or more of the scheduled hours fall between that shift.

• + 20 % of your hourly rate for hours worked 4 pm on Friday – 6 am on Monday
• + 14 % of your hourly rate for hours worked 11 pm – 6 am Monday-Thursday
• + 7.5 % of your hourly rate for hours worked 4 pm-11 pm Monday-Thursday

• 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.

• Pre-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.
• 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.

None

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

• 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).

This position will remain open until filled.  Interested applicants must submit a cover letter that addresses how professional experiences align with the required and preferred qualifications and a current resume. References will be requested of finalists and will not be contacted without prior notification of candidates.

CSU is committed to the full inclusion of qualified individuals. If you need assistance or accommodations with the search process, please reach out to the VHS HR staff at [email protected].

To apply, please upload the following applicant documents. Ensure your materials fully address the required and preferred job qualifications of the position. 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.

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, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

• Review our detailed benefits information here.

• Explore the additional perks of working at CSU here.

• For the total value of CSU benefits in addition to wages, use our compensation calculator.

• Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in!

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.

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.