Administrative Coordinator 3 - Client Services

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Job Posting Title:

Administrative Coordinator 3 - Client Services

Position Type:

Classified

Department:

LSUAM VetMed

• VTH

• Admin

• HO - SA Client

• Daytime Client Services (Charanda Rockelle Celestine (00001141))

Work Location:

1606 Veterinary Medicine

Pay Grade:

Classified Administrative

Job Description:

This employee will provide support to the Veterinary Teaching Hospital. Small Animal front desk services and operations will interact daily with clients, referring veterinarians, faculty, house officers, staff, and students.

It is essential that this person has experience with client reception and business management practices in animal healthcare or a related field. The employee is this position is responsible for attending to the needs of the clients at all stages from scheduling to admission, and throughout the client's stay until the patient is discharged.

35% Communicates with clients (internal and external) with a superior level of customer service. Maintain patient demographic information by obtaining, recording and updating personal and financial information.

Answers calls (within two rings) from clients and forwards calls as needed while using proper phone etiquette and speaking in a professional manner. Assisting patients in scheduling and registration.

25% First line of communication with a client in regards to services, policy, and facility. Professionally communicates with clinicians, staff, and 3rd or 4th year veterinary students to ensure awareness of patients arrival.

Alerts services when clients have been waiting for more than 10 minutes. Retrieves messages from email system and ensures proper communication to the appropriate service. Checks the email system consistently ( no longer than 30 minute lapses).

20% Retrieves client's contact information to include full name, contact information, address, and email and inputting this information into the hospital's electronic medical record. Creating medical cards or labels for new patients and ensuring rDVM (referring veterinarian) information is up to date.

15% In absence of Client Service Supervisor, assists in writing and/or updating Standard Operations (SOPs) and acting as the Referral Coordinator (only in absence of both Client Service Supervisor and Referral Coordinator). Manage vending machine and office deliveries. Ensures lobby and magazines are maintained in an orderly fashion.

In the absence of the Client Service Supervisor or Triage Associate Clinical Specialist, orients Emergency Students to evening shift protocols. Assists techs with upkeep and input charges of patients within the hospital, posting, collecting, and billing; communication with clients; collections-reviews receivables when checking clients in and ensuring late balances are collected prior to service.

5% other duties as assigned

MINIMUM QUALIFICATIONS: MINIMUM QUALIFICATIONS:

Two years of experience in which clerical work was a major duty.

SUBSTITUTIONS:

Training in a business or clerical-related curriculum in a business school or technical institute will substitute for the required experience on the basis of six months of training for six months of experience for a maximum of one year of the required experience.

Completion of a business or clerical-related curriculum in a business school or technical institute will substitute for a maximum of one year of the required experience.

College training will substitute for the required experience on the basis of 15 semester hours for six months of experience.

NOTE:

Business or technical school training with less than completion will only be credited in six month increments. Similarly, college training will only be credited in 15 semester hour increments.

NOTE:

Any college hours or degree must be from an accredited college or university.

SPECIAL OR PHYSICAL QUALIFICATIONS:

Per PS 18- This position is a part of the Emergency Response Personnel - these personnel are linked with the hospital during any emergency response event and are expected to report in and perform as outlined in the emergency response plan.

Physical Requirements- Required to be capable of lifting up to 50 pounds, standing or walking for prolonged periods, able to reach above and below the shoulder, vision (near sight), vision (far sight), kneel or sit on the floor, bending, squatting, climbing, push/pulling, grasping, squatting, crawling, and/or twisting.

• Due to the nature of this position and/or responsibilities, this position is subject to random drug & alcohol testing in accordance with University Policy Statement 67*

Cash Handling

• This position has access to/directly handles cash. Financial history/credit check required per FASOP HR-04.

Position is subject to an office environment and must be able to operate a computer, telephone and other office machinery, remain seated for extended periods of time, bend, squat, twist, move about to accomplish tasks, ability to receive and exchange detailed information through oral and written communication, make substantial movements of the wrists, hands, or fingers.

Compensation/Benefits: Competitive offer, dental, and vision insurance, 401(k) with match, paid CE, Paid holidays accrued up to 14 days per year, accrue annual leave and sick leave based on position classification, tuition exemption, Shift differential, wellness and mentorship programs, and more.

We teach. We heal.

We discover. We protect. Join us at LSU Vet Med as we make a profound difference in global health!

Additional Job Description:

Competencies:

Communicating Effectively

• The ability to relay information correctly and appropriately to connect people and ideas, Displaying Expertise

• The ability to exhibit specialized skills or knowledge gained from experience or training, Managing Resources

• The ability to ensure resources such as time, money, and people are utilized appropriately to result in maximum business value, Using Data

• The ability to use relevant and valid data to inform a recommendation for action

Special Instructions:

Please be sure to fully complete the experience section of the application, listing out job duties and average weekly hours worked. Resumes can not be accepted in lieu of a completed application.

Please provide three professional references including name, title, phone number and e-mail address. A copy of your transcript(s) may be attached to your application (if available). However, original transcripts are required prior to hire. Please attach ALL required documents under the "Resume/CV" section of your application.

Please direct any questions to Charanda Celestine at ccelestine@lsu.edu

A permanent or probationary internal employee who is appointed to another position following certification from an open competitive eligible list is considered a new employee in the new position and shall serve a probationary period of six months.

Posting Date:

April 26, 2024

Closing Date (Open Until Filled if No Date Specified):

May 10, 2024

Additional Position Information:

Background Check

• An offer of employment is contingent on a satisfactory pre-employment background check.

Benefits

• LSU offers outstanding benefits to eligible employees and their dependents including health, life, dental, and vision insurance; flexible spending accounts; retirement options; various leave options; paid holidays; wellness benefits; tuition exemption for qualified positions; training and development opportunities; employee discounts; and more!

Positions approved to work outside the State of Louisiana shall be employed through Louisiana State University's partner, next

Source Workforce Solutions, for Employer of Record Services including but not limited to employment, benefits, payroll, and tax compliance. Positions employed through Employer of Record Services will be offered benefits and retirement as applicable through their provider and will not be eligible for State of Louisiana benefits and retirement.

Essential Position (Y/N):

Y

LSU is an Equal Opportunity Employer and SAME Agency:

LSU is designated as a State As a Model Employer (SAME) agency and provides assistance to persons needing accommodations or with the accessibility of materials. For those seeking such accommodations or assistance related to this search, we encourage you to contact the Office of Human Resource Management (hr@lsu.edu).

HCM Contact Information:

For questions or concerns related to updating your application with attachments (e.g., resumes, RS:17 documents), date of birth, or reactivating applications, please contact the LSU Human Resources Management Office at 225-578-8200 or email HR@lsu.edu. For questions or concerns regarding the status of your application or salary ranges, please contact the department using the information provided in the Special Instructions section of this job posting.