What are the responsibilities and job description for the Administrative Coordinator - Overnights position at Colorado State University?
Posting Details
Posting Detail Information
Working Title
Administrative Coordinator - Overnights
Position Location
Fort Collins, CO
Work Location
Position is fully in-office/in-person
Research Professional Position
No
Posting Number
202500004AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
40
Proposed Annual Salary Range
$41,600-$45,504 (Based on full time, salary is commensurate with experience and qualifications)
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 to diversity, equity and inclusion, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
01/29/2025
Description Of Work Unit
Veterinary Teaching Hospital
Founded in 1870, Colorado State University is among the nation's leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
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:
Colorado State University (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.
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
Do you enjoy the calm and focus of the night shift? Are you an organized, people-oriented individual who thrives after the sun sets? The Veterinary Teaching Hospital at Colorado State University is seeking a Front Area Administrative Coordinator dedicated to overnight shifts to be the welcoming face and efficient anchor of our busy hospital during the night hours. In this role, you'll greet clients, manage front-desk operations, and facilitate seamless communication between our veterinary teams and the public. If you're detail-oriented, love working with both people and animals, and thrive in fast-paced, overnight environments, we'd love to have you join our team!
Your primary responsibilities will focus on customer service, particularly in managing emergency phone calls and walk-in cases. During the night shift, you will handle calls and emergencies related to small animals, equine, and livestock, triaging cases and directing them to the appropriate team members. You'll work closely with the small animal emergency team, triaging walk-in emergencies or calling a STAT if necessary. Additionally, you will alert our equine team of emergency arrivals and ensure clients are promptly connected with the appropriate medical team.
In addition to providing emergency support, you will manage financial transactions, including collecting deposits and balancing payments upon patient dismissal. You'll educate clients about hospital financial policies and may assist with offering resources to clients experiencing financial constraints.
While your work will include coverage for various areas-such as the Business Office, Medical Records, Reception, Call Center, and Information Desk-the primary focus will be on ensuring a smooth and responsive experience for clients, managing phone calls, and coordinating with medical teams during emergency situations.
This is an essential worker position, requiring you to report to work as directed to perform critical and emergency services without delay. Regular working hours are overnight, 10:00 PM to 8:30 AM, and flexibility to adjust your schedule to meet the department's needs is necessary.
A signing bonus may be considered for successful candidates.
Shift differential is available for this position.
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.
Required Job Qualifications
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 Category
Client Care Facilitation
Duty/Responsibility
50%
Job Duty Category
Communication/Documentation
Duty/Responsibility
20%
Job Duty Category
Teamwork
Duty/Responsibility
20%
Job Duty Category
Facilitates rDVM service
Duty/Responsibility
10%
Application Details
Special Instructions to Applicants
To apply, please upload a cover letter that addresses the required and preferred job qualifications, a resume, and the contact information for three professional references.
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.
References will not be contacted without prior notification to candidates. 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 Employment
Pre-employment Criminal Background Check (required for new hires), Essential Services Designation - Required to report without delay or interruption to provide essential or emergency., Shift Work - evenings, weekends and holidays, On-call Status - as needed.
Search Contact
vth_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. The Office of Equal Opportunity 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 the Office of Civil Rights, Department of Education
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.
Posting Detail Information
Working Title
Administrative Coordinator - Overnights
Position Location
Fort Collins, CO
Work Location
Position is fully in-office/in-person
Research Professional Position
No
Posting Number
202500004AP
Position Type
Admin Professional/ Research Professional
Classification Title
Technical/Support II
Number of Vacancies
Work Hours/Week
40
Proposed Annual Salary Range
$41,600-$45,504 (Based on full time, salary is commensurate with experience and qualifications)
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 to diversity, equity and inclusion, 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
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on
01/29/2025
Description Of Work Unit
Veterinary Teaching Hospital
Founded in 1870, Colorado State University is among the nation's leading research universities and enrolls approximately 32,000 undergraduate, graduate, and professional students. Located an hour north of the Denver metro area, Fort Collins is a vibrant community of approximately 157,000 residents that offers the convenience of a small town with all the amenities of a large city. Fort Collins is situated on the Front Range of the Rocky Mountains with views of 14,000 foot peaks, and offers access to numerous cultural, recreational, and outdoor opportunities.
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
Colorado State University (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 opportunities
- After-school programs and summer camps for kids
- Community Discounts
- FREE MAX transit use with CSU identification
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
Do you enjoy the calm and focus of the night shift? Are you an organized, people-oriented individual who thrives after the sun sets? The Veterinary Teaching Hospital at Colorado State University is seeking a Front Area Administrative Coordinator dedicated to overnight shifts to be the welcoming face and efficient anchor of our busy hospital during the night hours. In this role, you'll greet clients, manage front-desk operations, and facilitate seamless communication between our veterinary teams and the public. If you're detail-oriented, love working with both people and animals, and thrive in fast-paced, overnight environments, we'd love to have you join our team!
Your primary responsibilities will focus on customer service, particularly in managing emergency phone calls and walk-in cases. During the night shift, you will handle calls and emergencies related to small animals, equine, and livestock, triaging cases and directing them to the appropriate team members. You'll work closely with the small animal emergency team, triaging walk-in emergencies or calling a STAT if necessary. Additionally, you will alert our equine team of emergency arrivals and ensure clients are promptly connected with the appropriate medical team.
In addition to providing emergency support, you will manage financial transactions, including collecting deposits and balancing payments upon patient dismissal. You'll educate clients about hospital financial policies and may assist with offering resources to clients experiencing financial constraints.
While your work will include coverage for various areas-such as the Business Office, Medical Records, Reception, Call Center, and Information Desk-the primary focus will be on ensuring a smooth and responsive experience for clients, managing phone calls, and coordinating with medical teams during emergency situations.
This is an essential worker position, requiring you to report to work as directed to perform critical and emergency services without delay. Regular working hours are overnight, 10:00 PM to 8:30 AM, and flexibility to adjust your schedule to meet the department's needs is necessary.
A signing bonus may be considered for successful candidates.
Shift differential is available for this position.
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.
Required Job Qualifications
- HS diploma or GED
- Six (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.
- 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.
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 Category
Client 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 inquires 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 direct clients to various locations in the hospital or surrounding areas.
- Liaisons between clients, clinicians, and referring veterinarians.
- Comforts distressed clients.
50%
Job Duty Category
Communication/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.
- Compiles data and records by collecting and accurately entering client and patient data into the computer, updating hospital information, and completing any necessary processes to prepare for appointments.
- Verifies client/patient information at every contact.
- Audits charges, ensuring completeness and accuracy utilizing animal's medical records, and information from doctors, students, staff and clients.
- Recieives and posts payments for invoices.
- Balances and enters deposits.
- Quotes prices for services.
- Apprises clients, veterinary students, and clinicians of any policy-procedure changes regarding the client/patient experience; follows-up to insure compliance.
20%
Job Duty Category
Teamwork
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.
20%
Job Duty Category
Facilitates rDVM service
Duty/Responsibility
- Assesses rDVM needs, forwards calls as requested and follows-up on rDVM requirements.
- Verifies rDVM information and updates data base.
- Facilitates communication between clinician, 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.
10%
Application Details
Special Instructions to Applicants
To apply, please upload a cover letter that addresses the required and preferred job qualifications, a resume, and the contact information for three professional references.
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.
References will not be contacted without prior notification to candidates. 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 Employment
Pre-employment Criminal Background Check (required for new hires), Essential Services Designation - Required to report without delay or interruption to provide essential or emergency., Shift Work - evenings, weekends and holidays, On-call Status - as needed.
Search Contact
vth_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. The Office of Equal Opportunity 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 the Office of Civil Rights, Department of Education
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.
Salary : $41,600 - $45,504
