Administrative Coordinator-1

Colorado State University; United States; On-site; USD 38,000 - 44,000; Full time

Job summary

Colorado State University Veterinary Health System seeks an Administrative Coordinator – Call Center to serve as the primary contact for clients, coordinating communication among clients, referring veterinarians, clinicians, and hospital services. You will handle high-volume calls, schedule appointments, educate clients on processes, and support administrative operations across multiple specialty teams.

The role emphasizes excellent communication, attention to detail, and the ability to

Qualifications

• HS diploma or GED required.
• 6 months of general clerical experience.
• 12 months of forward-facing customer service experience.

Responsibilities

• Coordinate client communication and access to care as the primary contact for the Small Animal Hospital; handle high-volume inbound calls, assess client needs, route to appropriate specialty service, connect clients with clinicians and hospital resources.
• Schedule and coordinate patient appointments, verify information, educate clients on processes and requirements, and maintain online scheduling systems.
• Manage hospital communications and information flow; route calls and messages, and ensure timely information exchange across specialty services.
• Maintain patient records and perform administrative tasks; manage electronic medical records and documentation to support patient care.
• Process financial transactions, explain estimates, reconcile charges, and ensure compliance with financial procedures.
• Perform other related duties including cross-training and in-person support as needed.

Skills

General clerical

Customer service

Call center

Data entry

Education

HS diploma or GED

Tools

Scheduling software

Job description

Position Summary

The Administrative Coordinator – Call Center position serves as a primary point of contact for clients of the Colorado State University Veterinary Health System, primarily supporting hospital operations through the Veterinary Health System's centralized call center. This position provides exceptional customer service while coordinating communication between clients, referring veterinarians, clinicians, students, and hospital services to ensure an efficient, compassionate, and seamless client experience. Responsibilities include managing high-volume inbound and outbound telephone communications for the Small Animal Specialty Hospital, scheduling appointments, routing calls, paging and connecting clinicians, coordinating patient access, maintaining online scheduling systems, verifying client, patient, and referring veterinarian information, educating clients on hospital processes and appointment requirements, maintaining medical records, and supporting administrative operations across multiple specialty care teams. While the position may occasionally provide in-person client support, the majority of work will be performed within the call center through telephone and electronic communication. This position requires excellent communication skills, attention to detail, critical thinking, and the ability to prioritize multiple tasks in a fast-paced veterinary teaching hospital environment.

Full Consideration Date: Monday, 10/5/2026, 11:59pm (MT). Open until filled.

Description of the Work

At the CSU Veterinary Health System, animals and the people who care for them are at the heart of everything we do. Every decision we make reflects our commitment to those who trust us with their animals’ health. That focus inspires us to deliver expert veterinary services, support veterinary education and training, and advance groundbreaking research. We show up every day with passion, eagerness to collaborate, and a drive to redefine what’s possible. Our deep partnership with the College of Veterinary Medicine and Biomedical Sciences amplifies our impact, enabling us to boldly innovate and share knowledge widely.

Salary Differentials

• + 20 % of your hourly rate for hours worked 4 pm on Friday – 6 am on Monday
• + 14 % of your hourly rate for hours worked 11 pm – 6 am Monday-Thursday
• + 7.5 % of your hourly rate for hours worked 4 pm-11 pm Monday-Thursday

Essential Job Duties

• Coordinate client communication and access to care by serving as the primary point of contact for the Small Animal Hospital; answering high-volume inbound calls, assessing client needs, determining the appropriate specialty service based on presenting concerns and established protocols, routing communications, and connecting clients with clinicians and hospital resources.
• Schedule and coordinate patient appointments by evaluating clinical urgency, referral requirements, provider schedules, service availability, and hospital protocols; maintaining online scheduling systems; verifying client, patient, and referring veterinarian information; and educating clients on appointment processes, referral requirements, and hospital policies.
• Manage hospital communications and information flow by routing telephone calls, electronic messages, appointment requests, and urgent communications; paging and connecting clinicians; communicating with referring veterinarians and hospital personnel; and ensuring timely, accurate information exchange across specialty services.
• Maintain patient records and perform administrative support functions by entering and verifying demographic information, managing electronic medical records, monitoring administrative reports, maintaining referral documentation, producing correspondence, and ensuring accurate documentation to support patient care and hospital operations.
• Process financial transactions and support billing operations by collecting deposits and payments, reviewing and correcting charges, explaining estimates and invoices, reconciling financial transactions, and ensuring compliance with institutional financial and cash-handling procedures.
• Perform other related duties as assigned to support the operational needs of the Veterinary Health System, including cross-training, workflow improvement initiatives, and providing in-person administrative support as needed.

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 services to ensure health, safety and welfare. 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. Supervision: None

Minimum Qualifications

• HS diploma or GED.
• Six (6) months of general clerical experience.
• 12 months of forward-facing customer service experience.

Preferred Qualifications

• Call center, business office, medical record, and/or reception experience.
• Demonstrated experience with online scheduling systems.
• Experience with insurance, assistance funds, or institutional billing processes.
• Strong written communication skills (accessed via written materials).

Salary Range

$37,920 - $43,800

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, 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!

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

Colorado State University (CSU) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Inspired by its land-grant heritage, Colorado State University is committed to excellence and engagement, setting the standard for public research universities in teaching, research, service and extension for the benefit of the citizens of Colorado, the United States, and the world.

Prospective Employees

click here to learn more about CSU's perks and purpose.