This position performs a variety of high level and complex administrative support duties and acts as lead administrative position in an academic department with multiple administrative support positions. Serves as day to day point person in the admin support areas of the VTH. Addresses workflow issues as they arise during the workday, and provides specialized training. Assists the Client Services Manager in identifying inefficient workflows and problem solving solutions. Reinforces policies and procedures and helps implement new training modules, as well as onboarding new employees to specific service areas. Must be collegial in all responsibilities, ethical, capable of handling confidential information, punctual, highly organized, and have the ability to multi-task. Specifically, this position will serve as a Lead for all the admin support functions during the regular working hours of the Auburn University Veterinary Teaching Hospitals and will be accountable to the Client Services Manager of the Veterinary Teaching Hospitals.
Duties will include but are not limited to the following: front-desk responsibilities such as opening client records, making appointments and taking payments as necessary for deposits and discharges for the VTH; knowledge of the schedule and appointment module for clients of the Small Animal Teaching Hospital and communicating with the technicians, clinicians and clients; basic cashiering functions and receiving payments; responsibility for the accuracy and completeness of client records that are admitted to the Small Animal Teaching Hospital; ensuring records are opened properly and entries made as appropriate; ensuring that the medicals records are scanned and entered into the electronic medical record in a timely fashion; managing a multi-line phone switchboard answering calls from clients and referring veterinarians as well as hospital personnel; delivering phone messages per service protocols; maintenance of demographic information in the hospital information system and the use of this information in scheduling, recheck appointments and reminders as well as marketing when appropriate; communicating accurate information for services as well as the policies and procedures of the Auburn University Veterinary Teaching Hospitals to clients.