"Veterinary Hospital Administrative Support Specialist"

Veterinary Hospital Administrative Support Specialist

Company:
North Carolina State University

Job Location:

Category:
Veterinary Services

Type:
Full-Time

Join the Pack! A community with nearly 8,000 faculty and staff, and 30,000 students. NC State is one of the largest employers in North Carolina, offering a large range of career opportunities. Visit us at https://jobs.hr.ncsu.edu/.

Department: 192001 - CVM Teaching Hospital

Location: Raleigh, NC

Essential Job Duties:
Are you a highly organized, detail-oriented administrative professional with a knack for proactive support? We are seeking a key/critical primary administrative support specialist to directly assist the Director and Assistant Director of both the Veterinary Health and Wellness Center and the Equine and Farm Animal Veterinary Center. The ideal candidate will possess exemplary communication skills, initiative, and a commitment to detail and organization. This role is essential for maintaining the smooth and efficient operation of our veterinary centers.

Key Responsibilities

The Executive Administrative Specialist will manage a varied and demanding set of duties, including:

Calendar and Priority Management

• Strategic Calendar Management: Proactively manage the complex and demanding schedules of the Director and Assistant Director to minimize conflicts, ensure accuracy, and optimize time efficiency.
• Priority Management: Independently identify and prioritize leadership needs when managing meeting requests, calendar adjustments, and dedicated project time.

Recruitment and HR Support

• Recruitment Coordination: Coordinate all departmental recruitment activities, including scheduling interviews, preparing and distributing pre-interview materials (e.g., parking passes, directions, timelines, expectations), and conducting essential follow-up tasks such as reference checks.

Documentation and Compliance

• Document Verification: Meticulously ensure all submitted paperwork is accurate, properly signed, and includes required write-off information before submission to leadership.
• Policy & Procedure Oversight: Maintain and update administrative Standard Operating Procedures (SOPs) to ensure continuous compliance and accuracy across the centers.

Operational and Administrative Assistance

• Operational Support: Support hospital operations by monitoring and scheduling minor duties, ordering necessary supplies, and maintaining the maintenance calendar.
• Meeting Coordination: Oversee all administrative aspects of monthly Infectious Disease and ad hoc meetings, including agenda preparation, accurate meeting minutes, policy updates, feedback collection, and management of associated orientation, re-education, reminder, and testing programs.

Communication and Issue Resolution

• Communication Excellence: Draft clear, professional written correspondence and review all documents for content, clarity, grammar, and punctuation.
• Complaint Resolution Assistance: Assist with clinician/referring Veterinarian (rDVM) complaints by efficiently retrieving necessary medical records, communication logs, and billing information.
• Client Services Backup: Provide essential backup assistance for client services personnel as needed.

Qualifications

• Proven experience in providing high-level administrative support to executive leadership.
• Exemplary organizational skills with an acute attention to detail.
• Demonstrated ability to take initiative and work independently to prioritize competing demands.
• Outstanding written and verbal communication skills.
• Proficiency in scheduling software and standard office applications.
• Experience in a healthcare or veterinary setting is a plus.

Other Work/Responsibilities:

• Other duties as assigned.

Minimum Experience/Education:
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Required Qualifications:
n/a

Preferred Qualifications:

• Demonstrated ability to work independently with minimal supervision, paired with strong interpersonal skills to effectively collaborate with hospital staff, faculty, house officers, and students from various backgrounds.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously while handling sensitive information with discretion and confidentiality.
• Proficiency with Microsoft Office, office technologies, email, and calendaring tools, along with excellent written and verbal communication skills and a strong command of grammar, editing, and spelling.
• Proven customer service excellence, exhibiting a courteous and professional demeanor and the ability to quickly analyze situations, solve problems creatively, and achieve effective resolutions.
• Ability to understand and apply policies and procedures, perform basic financial calculations, and meet physical requirements including lifting up to 20 pounds; experience in a university or hospital setting is preferred.

Required license or certification:
N/A

Position Number: 00111757

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