Veterinary Administrative Assistant

  • University of Florida
  • United States
  • Jan 21, 2023
Full Time - Continuing

Job Description:

Classification Title:

Veterinary Service Representative (CARE)

Job Description:

Responsibilities of the Veterinary Administrative Assistant will include, but are not limited to the following functions:

1.) Recruitment/Communication Services: The focus of recruitment/communication is to provide accurate and proficient assistance to all direct and indirect associates of the veterinary hospitals (e.g. staff, clients, visiting veterinary technology students, candidates for employment). Assistance and information provided should be presented in a courteous and timely manner with a commitment to providing the best possible experience and enhancing the hospital reputation. Communication delivery methods include orally, written, and in digital platforms.
Examples include, but are not limited to:
• Assisting with recruitment efforts
• Coordinating or providing assistance with veterinary technology programs

2.) Program Management Services: The focus of program management is to properly oversee or assist with programs and services related to the operations of the hospitals. Adhering to timelines and guidelines in a meticulous and appropriate fashion is required. Communication delivery methods include orally, written, and in digital platforms.
Examples include, but are not limited to:
• Assisting with hospital related accreditations including AAHA, VECCS, and AAFP (Cat Friendly)
• Assisting with staff compliance programs
• Assisting with the MVS/MVT Program
• Assisting with Staff/National Veterinary Technician Appreciation Week
• Assisting with various orientations such as House Officer, Technician Internship, and Junior Orientations

3.) Administrative Services/Hospital Cleanliness: The focus of administrative services/hospital cleanliness is to maintain a productive, organized service. The overall aesthetics of the hospital is a direct reflection on the high-quality care we provide so it is important the areas are kept in pristine condition. Areas to maintain include designated areas within the department along with communal areas when needed.
Examples include, but are not limited to:
• Scanning documents and forms
• Washing dishes as needed
• Taking out trash and recyclables as needed
• Assisting with processing laundry as needed
• Maintaining inventory and replenishing stock on a regular basis including submitting central store or special order requests
• Maintaining equipment within the hospital as applicable to this position and reporting broken or malfunctioning equipment to the appropriate manager
• Reporting broken or malfunctioning infrastructure to the appropriate manager and requesting work orders as directed

4.) Professional Development & Continuing Education: The focus of professional development & continuing education is to ensure an individual continues to increase and develop their knowledge and skills. To be successful an individual should take an active role such as utilizing downtime in continuing their education, especially in the field of veterinary technology.
Requirements include, but are not limited to:
• Attending hospital wide meetings or at least reviewing associated meeting minutes
• Obtaining CE credit requirements as associated with the various facility accreditations (AAHA, VECCS, AAFP)
• Upholding yearly compliance requirements by completing various policy reviews, in-person training sessions, and computer-based training modules on a yearly or biennial basis
• Other duties as assigned

Typical schedule will be Monday through Friday and may require working earlier then 8:00 a.m. or later than 5:00 p.m. Schedule may change due to completing urgent tasks or assisting with programs. Some weekend duty may be required. Shifts may require 0-2 days a week working until 7pm.

This is a full-time, benefited position and is considered essential personnel. A post-offer education verification, background check, and health assessment are required.

Expected Salary:

$18.00 - $22.00 per hour

Minimum Requirements:

High school diploma or equivalent and three years of relevant experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Preferred Qualifications:

Physical & Environmental Factors/Abilities:
• Able to lift items and equipment up to 40 pounds independently onto a cart or desk
• Able to pull, push, and twist for extended periods of time for delivery of items or equipment
• Able to sit or stand for extend period of time to work from a computer desk or provide tours of the hospitals
Mental Factors/Abilities:
• Knowledge of medical terminology, anatomy, and physiology
• Demonstrates excellent verbal and written communication skills as well as interpersonal/listening skills with patients, staff, and other members of the patient care team
• Able to demonstrate the ability to navigate basic computer programs and electronic medical records such as Cornerstone, Instinct, and Microsoft Office
• Strong organizational skills
• Demonstrate consistent professional conduct and meticulous attention to detail
• Able to think critically and work independently with minimum supervision
• Able to demonstrate good problem-solving skills
• Able to multitask while handling frequent interruptions and adapt to changes in workload and work schedule
• Able to work in a team environment and collaborate with a variety of personnel in a positive manner
• Able to willingly accept constructive criticism from senior staff and clinicians, as well as peers along with providing constructive feedback when appropriate
• Must be able to maintain effective working relationships with clinicians, coworkers, students, and clients
• Follows appropriate chain of command as outlined by their ma

Special Instructions to Applicants:

In order to be considered, you must upload your resume and list of references.

This is a CARE position offering limited benefits, including health insurance and paid time off.

This position is considered essential personnel.

This position is eligible for veteran’s preference. If you are claiming veteran’s preference, please upload a copy of your DD 214 Member Copy 4 with your application for consideration. See our Veteran's Preference Page for more specific information.

This is a time-limited position.

This position has been reposted. Previous applicants are still under consideration and need not reapply.

Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required:

Yes; Must be able to life a minimum of 50 pounds, bend, kneel, pull, push, twist and stand for extended periods of time.