ERC Front Office Assistant

ERC Front Office Assistant

The Equine Reproduction Center 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 ERC front office. The highly desired candidate is organized, works well in a team and as an individual, enjoys a fast-paced and sometimes 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 drivers license or the ability to obtain a drivers 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 the time of application; visa sponsorship will not be provided for this position. An associates degree in Animal, Equine, or Agricultural Sciences, or a related field; or a minimum of one years experience working in a veterinary practice or equine breeding facility. Proficiency with Microsoft Office Suite, including Outlook (calendar management) and Teams. Ability to prioritize, multitask, and adapt in a fast-paced, high-pressure environment while maintaining accuracy and a positive attitude. Capacity to handle frequent interruptions.

Preferred Qualifications :

Knowledge of horse breeding and / or the equine industry. Strong organizational skills and attention to detail. Excellent verbal and written communication abilities. Proven problem-solving and decision-making skills. Demonstrated customer service experience (1+ year), including direct client interaction. Ability to work independently and collaboratively within a team environment. Positive attitude with the ability to accept and apply constructive feedback. Ability to maintain effective, professional relationships with clinicians, coworkers, students, volunteers, and clients. Willingness to learn and utilize electronic medical records systems and online shipping / logistics software. Flexibility to work Saturdays or extended hours as needed.

Essential Job Duties :

Client Communication : Engage with clients and veterinarians in person, by email, and over the phone to assess needs and direct inquiries to the appropriate ERC team member. Triage phone calls and group emails for the ERC, forwarding to the appropriate client coordinator, faculty member, resident, or staff member for follow-up, utilizing email, phone, and / or TEAMS chat as directed. Provide general client support, including communication, service education, processing payments, and preparing patient departure materials. Coordinate administrative communications with clients, including scheduling appointments, providing visit information, forwarding questions or concerns to the ERC Manager, Senior Client Coordinator, or faculty veterinarians. Prepare and deliver accurate financial estimates, service contracts, and consent forms; send appointment reminders and manage medical record or contract exchanges as needed. Manage all ERC voicemail and email accounts, responding directly to clients and veterinarians or distributing messages appropriately to clinicians, residents, or staff. Collect payment from client at time of service; explaining services provided.

Appointment Scheduling : Assist with scheduling new and recheck appointments. Request and upload patient records and histories into the data management system and filing system for upcoming appointments. Review daily appointment schedules for accuracy and ensure patient appointment reminders are completed. Send appointment reminders. Verify client and patient information in electronic medical records system for accuracy and update as needed or directed with client.

Administrative and Logistics Responsibilities : Enter new ERL customer contracts and patient information into management software and shared electronic drives. Oversee shipping logistics, including outgoing overnight and same-day perishable shipments. Provide tracking information to all relevant parties. Troubleshoot shipment issues or delays with national carriers, file claims, and communicate resolutions to clients. Address logistical concerns related to incoming shipments and communicate updates and solutions to the ERL team. Follow standard office procedures and data management best practices. Process general credit card and check payments, ensuring accurate application to patient accounts. Work effectively with other VTH units and teams.

Other ERC Duties : Assist with continuing education events. Provide tours of the ERC for visiting clients, students, or community members. Occasionally assist owners with unloading or loading of patients.

For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit the CSU Well-Being Hub and our Benefits programs for Administrative Professional employees.