ERL Front Office Assistant

tendersglobal.net

Posting Details
Position Information

Classification Title	Temporary Hourly
Employment Category	Temporary
Is this an Hourly position?	Yes
Work Hours/Week	10-30
Overtime Eligible?	Yes
Position Location	Fort Collins, CO 80523
Does this position qualify for hybrid or remote work?	No
Description of Work Unit	The CSU Equine Reproduction Program has developed leading-edge equine reproduction techniques for the equine industry for over 45 years. Techniques such as collection of semen and artificial insemination, recovery and transfer of equine embryos, shipping cooled semen, and shipping cooled embryos are now routine in the equine industry, due in large part to the research, education, and outreach efforts of the CSU Equine Reproduction Laboratory.
Search Contact Email	[email protected]
Position Summary	The Equine Reproduction Laboratory is seeking to hire a highly motivated, organized and detail oriented team member to join the Front Office team. This position will be engaged in many aspects of the ERL front office. The highly desired candidate is organized, works well in a team and as an individual, enjoys a fast-paced and sometime changing work period all while exuding professionalism and kindness to our clients and fellow team members. This is a part-time, seasonal position and will have some weekend hours (Saturday only) required.
Position Minimum Qualifications	Applicants must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date. The successful candidate must be eligible to work in the U.S. at time of application; visa sponsorship will not be provided for this position. Proficient in Microsoft Office Suite, including Outlook calendar management. Must be able to set and change priorities and multi-task in a face paced, high- pressure environment while maintaining a positive attitude and attention to detail. Ability to handle frequent interruptions and adapt to changes in workload and work schedule. Ability to work weekend (Saturday only) or extended hours as needed.
Preferred Qualifications	Have an affinity for learning electronic medical records technology. One or more years of experience in customer service including direct client interaction or related experience. Organized, detail oriented. Willingness to learn and work within online shipping and logistic programs. Excellent verbal, written communication skills. Excellent problem solving skills. Ability to work within a team and manage clinic logistics without supervision to include: Ability to make timely decisions. Ability to maintain positive working relationships with clinicians, coworkers, students, volunteers, and clients. Ability to accept constructive criticism from senior staff and clinicians. Ability to maintain a positive attitude. Knowledge of horse breeding and/or horse industry.

Posting Details

Working Title	ERL Front Office Assistant
Posting Number	202400119T
Department	Veterinary Teaching Hospital
Salary Range	20.00
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. For detailed benefit plan information for eligible employees, visit https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ . For the total value of CSU benefits in addition to wages, visit https://hr.colostate.edu/total-compensation-calculator/ . For more information about why Fort Collins is consistently ranked in the top cities to live in, visit https://hr.colostate.edu/prospective-employees/our-community/ .
Close Date	02/21/2024
Special Instructions to Applicants	References will not be contacted without prior notification to applicant.
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.
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, [email protected] . 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, [email protected] . 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, [email protected] . Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Diversity Statement	Ability to advance the department’s commitment to diversity and inclusion through research, teaching and outreach with relevant programs, goals and activities.

Essential Job Duties

Job Duty Category	Client Communication
Duty/Responsibility	Engage with clients and veterinarians in person, email and telephone; assess goals and direct needs to appropriate team member. Triages phone calls for the ERL and directs to appropriate senior client coordinator, faculty, resident or staff member for further education. Provides basic client support, including client communication, service education, accepting & processing payments, Provide departure materials for patients as requested. Assist in administrative communications with clients to include: scheduling and providing pertinent visit information, forwarding questions and concerns to senior client coordinator or faculty veterinarians, provide financial estimates and consents, appointment reminders, update client during visit if medical personnel unavailable, obtaining or sending medical record information, obtaining and sending contracts as needed. Assist in management of all voicemail and email accounts for ERL, responding directly to clients, veterinarians and distributing messages as necessary to clinicians, residents or staff. Triage group email.
Percentage Of Time	40

Job Duty Category

Client Communication

Duty/Responsibility

Engage with clients and veterinarians in person, email and telephone; assess goals and direct needs to appropriate team member.
Triages phone calls for the ERL and directs to appropriate senior client coordinator, faculty, resident or staff member for further education.
Provides basic client support, including client communication, service education, accepting & processing payments, Provide departure materials for patients as requested.
Assist in administrative communications with clients to include: scheduling and providing pertinent visit information, forwarding questions and concerns to senior client coordinator or faculty veterinarians, provide financial estimates and consents, appointment reminders, update client during visit if medical personnel unavailable, obtaining or sending medical record information, obtaining and sending contracts as needed.
Assist in management of all voicemail and email accounts for ERL, responding directly to clients, veterinarians and distributing messages as necessary to clinicians, residents or staff.
Triage group email.

Percentage Of Time

Job Duty Category	Appointment Scheduling
Duty/Responsibility	Aide in making new and recheck appointments. Request/upload patient records/history into data management software and filing system for appointments. Help in reviewing appointment schedules daily for accuracy and patient appointment reminders. Validate for accuracy client information in Wise Option, update as needed/directed.
Percentage Of Time	30

Job Duty Category

Appointment Scheduling

Duty/Responsibility

Aide in making new and recheck appointments.
Request/upload patient records/history into data management software and filing system for appointments.
Help in reviewing appointment schedules daily for accuracy and patient appointment reminders.
Validate for accuracy client information in Wise Option, update as needed/directed.

Percentage Of Time

Job Duty Category	Office Assistance
Duty/Responsibility	Data entry of new ERL customer contracts and patients into management software, shared electronic drives. Oversee all shipping logistics; which will include outgoing overnight and same day perishable packages. Facilitate tracking information to all parties. Troubleshoot any shipment issues or delays with national carrier, file claims and communicate appropriately with our clients on the issues and solutions. Process payments and apply correctly to patient account after shipping procedures are complete. Assist with any logistical concerns regarding incoming shipments and communicate directly with ERL team on progress and solutions. Comply with standard office procedures for data management best practices. Process general credit card and check payments and apply correctly to patient account.
Percentage Of Time	30

References

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Maximum References Required

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ERL Front Office Assistant

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