Client Support Specialist

North Carolina State University; North Carolina; On-site; USD 45,000 - 53,000; Full time

Benefits offered by this job

Medical, Dental, and Vision

Retirement Programs

Paid Time Off and Leave

12 Holidays Each Year

Tuition and Academic Assistance

Job summary

North Carolina State University’s Veterinary Hospital is seeking a Client Support Specialist to serve as the primary contact for client inquiries and financial transactions. You will manage multi-channel communications, ensure accurate payments and refunds, and liaise with hospital staff to resolve issues with care and professionalism.

This role supports the Veterinary Hospital Business Office, coordinating accounts and surveys, with a focus on customer service in a fast-paced academic medical

Qualifications

• High School Diploma or equivalent and one year of related office experience; or equivalent combination of training and experience.
• Excellent customer service skills and the ability to effectively convey complex information to clients and staff.
• Proficiency with Microsoft Word and hospital information systems.

Responsibilities

• Manage client inquiries via phone and email with empathy and professionalism.
• Process client payments, refunds, and daily transaction updates per policy.
• Collaborate with hospital staff to investigate and resolve billing or service issues.
• Administer client satisfaction surveys to support service improvements.
• Perform routine Accounts Receivable and Accounts Payable tasks to assist with office coverage.

Skills

Customer service

Verbal & written communication

Data entry

Financial reconciliation

Conflict resolution

Teamwork

Education

High School Diploma or equivalent

One year of related office experience

Tools

Microsoft Word

Hospital information systems

Job description

Posting Details

Job Posting Information

Posting Number: PG195182SP

Internal Recruitment: No

Working Title: Client Support Specialist

Anticipated Hiring Range: $45,000 - $53,000

Work Schedule: Monday - Friday 8am - 5pm

Job Location: Raleigh, NC

Department: 192001 - CVM Teaching Hospital

About The Department

Established in 1983, the NC State Veterinary Hospital (VH) is one of the nation’s highest-rated academic medical centers, serving North Carolina and the surrounding region. The VH treats nearly 35,000 patients annually across more than 20 clinical services, utilizing a team-based approach that leverages the expertise of nationally and internationally renowned board-certified specialists.

The VH is dedicated to:

• Clinical Excellence: Providing compassionate, state-of-the-art specialty healthcare at the cutting edge of veterinary medicine.
• Education: Delivering expert clinical instruction to fourth-year veterinary students from the College of Veterinary Medicine.
• Innovation: Advancing the field through the ongoing investigation of innovative techniques and medical procedures.

Wolfpack Perks And Benefits

As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.

What we offer:

• Medical , Dental , and Vision
• Flexible Spending Account
• Retirement Programs
• Disability Plans
• Life Insurance
• Accident Plan
• Paid Time Off and Other Leave Programs
• 12 Holidays Each Year
• Tuition and Academic Assistance
• And so much more!

Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.

Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.

Essential Job Duties

The Client Support Specialist serves as the primary point of contact for all client-related inquiries within the Veterinary Hospital Business Office. This role ensures high-quality customer service by managing multi-channel communications, addressing client concerns, and processing financial transactions with accuracy and professionalism. Additionally, this role serves as a key liaison between clients and hospital staff to resolve complex issues, while providing operational support to maintain seamless business office coverage.

Key Responsibilities

• Manage incoming phone calls and the business office email inbox, serving as the first line of response for client inquiries, questions, and concerns.
• Accurately process client payments, handle refunds, and manage daily transaction updates in accordance with hospital financial policies.
• Communicate and collaborate effectively with other hospital staff to investigate and resolve client billing or service issues.
• Administer and manage the client satisfaction survey program to gather feedback and support hospital service improvements.
• Perform routine Accounts Receivable and Accounts Payable tasks as needed to assist with business office coverage.

Operational Support (as needed)

• Accounts Receivable: Ensure hospital invoices are paid according to University guidelines; process employee reimbursements and supplemental pay; manage staff and student pagers and cell phones; and reconcile financial transactions (processing JVs and IDTs).
• Accounts Payable: Manage, audit, resolve, and deliver the daily hospital deposit and revenue recap; manage bad debt, past-due accounts, and aged credits; handle communications and reconciliations with Collections and the Attorney General; and execute other duties including but not limited to posting payments, issuing refunds, credit card and Care Credit troubleshooting.

Key Qualifications

• Ability to maintain a high volume of professional, empathetic, and clear verbal and written communication with clients and staff for extended periods.
• Capacity for frequent, repetitive motions associated with digital payment processing, data entry, email management, and utilizing hospital information systems.
• Ability to efficiently switch between customer service, conflict resolution, and detailed financial tasks in a fast-paced office environment.

If you area customer-focused professional who enjoys helping others, thrives in a fast-paced environment, and takes pride in delivering accurate, responsive service, we encourage you to apply. If you excel at building positive relationships, communicating with empathy and professionalism, and balancing customer service with detailed financial and administrative responsibilities, we’d love to have you join our Veterinary Hospital Business Office team.

Other Responsibilities

• Other duties as assigned.

Qualifications

Minimum Experience/Education

High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Preferred Qualifications

• Excellent customer service skills and the ability to effectively convey complex technical information in a clear and concise manner to hospital clients.
• Ability to communicate effectively with different audiences and various organizational levels.
• Proven ability to approach challenges and resolve issues with a collaborative, team-centered mindset.
• Attention to detail and proficiency involving financial processes, documentation, verification, and reconciliation.
• Proficiency in Microsoft Word.

Required License Or Certification

N/A

Valid NC Driver's License required

No

Commercial Driver's License Required?

No

Position Details

• Position Number: 00109883
• Position Type: SHRA
• Position Classification Band Title: Administrative Support Specialist
• Position Classification Band Level: Advanced
• Position Classification Salary Range: $ 34,602 - $ 58,870
• Salary Grade Equivalency: NC10
• Alternate Option: If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
• Full Time Equivalent (FTE) (1.0 = 40 hours/week): 1.00
• Appointment: 12 Month Recurring
• Mandatory Designation - Adverse Weather: Non Mandatory - Adverse Weather
• Mandatory Designation - Emergency Events: Non Mandatory - Emergency Event
• Time Limited Position: No
• Time-Limited Appointment Length (if applicable):
• Department Id: 192001 - CVM Teaching Hospital

EEO

NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.

If you have general questions about the application process, you may contact Human Resources at [phone] or [e-mail] .

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.