Role
Location
Description
Administrative Assistant
Job Description
Bluegrass Equine Surgery (BES) is an equine veterinary practice providing exceptional client service and primary medical care in the central Kentucky region. We are building a new, diverse, supportive, and driven team.
BES is seeking to fill the position of Administrative Assistant.
Title: Administrative Assistant
Reports to: Hospital Manager, Lead Ambulatory Doctor
Hours Per Week: 40 hours
Status: W2 Employee - Full Time
Standard Schedule: Monday-Friday
PetVet Paid Time Off: 6 Holidays annually plus 80 hours of PTO after 90 days; 120 hours after 5 years.
Eligible for Health Benefits: Yes
Start Date: ASAP
Responsibilities:
The Administrative Assistant will assist in all ambulatory doctors wants and needs, as well as support at primary back up to the Hospital Manager. You will perform a variety of administrative and supportive tasks and work to provide efficiency and organization for BES.
Responsibilities:
- Communicate with farms/clients to receive their sales list to prepare Coggins and EVA’s
- Draft Coggins papers and print blood tube labels
- Send Coggins ns EVA result to the farms and sales companies
- Draft and issue Federal Health Certifications within the United States and Canada and bill for them
- Draft and issue insurance reports for all doctors, including but not limited to foal insurance, general exams, etc.
- Draft and issue reports to assist doctors, such as breeding soundness certificates, death certificates, vaccine certificates, and send to clients, sales, etc.
- Link diagnostic requests to patient’s profile in the PMS system, including but not limited to x-rays, ultrasounds, Coggins, health certificates and lab results,
- Lab results and diagnostics are checked monthly for correct billing.
- Communicate with farms to obtain ownership of horses.
- Assist billing invoices for field doctors if needed.
- Track CE & Licenses for all veterinarians, communicating with them and making sure they are up to date
- Maintain and input employees’ hours through Dayforce.
- Help hospital manager with odds and ends tasks including but not limited to helping plan office events, calling vendors to come out to property for maintenance, etc.
Qualifications:
- High School Diploma or equivalent
- Veterinary environment, terminology, and protocols
- Working in a team environment
- Customer Service
- Handling multiple tasks and priorities
- Organization skills
- Attention to detail
- Verbal and written communication skills with good interpersonal skills
- Basic math skills
- Familiarity with EzyVet, FileMaker, and Microsoft programs strongly preferred
In addition to the responsibilities of this position, we also ask that you practice and promote the Bluegrass Equine Surgery Values:
- Integrity: We will prioritize integrity over profits and personal gain, building trust with our clients and staff at every turn.
- Initiative + Follow Through: We will identify, act and own problems and opportunities; seeing them through to their conclusion every time.
- Honesty: We will be honest and direct in all communications and interactions with clients, colleagues and staff.
- Grit: We will prevail in the presence of adversity and seek solutions even when they are not obvious.
- Efficiency: We will constantly seek ways to avoid waste and optimize time in pursuit of excellent care and service.
- Community: We will seek every opportunity to add value to the central Kentucky equine community through our practice and our brand.
- Fun: We will remember that even though what we do is important and often difficult; it is the moments of levity and fun where we can find greater connection and purpose.
At PetVet Care Centers, we’re committed to a Culture of Care — for pets, for the people who love them, and for the team members who make it all possible. With more than 420 hospitals across the U.S. and a team of over 11,000 dedicated professionals, including 1700+ veterinarians, we offer a unique blend of local leadership and national support that helps our hospitals thrive.
Our model is built on partnership, collaboration, and local medical autonomy, empowering each hospital to deliver high-quality care while benefiting from shared resources and a strong professional community. Whether you’re providing care in a hospital or supporting operations behind the scenes, PetVet is a place where you can grow your career, stay connected to your purpose, and make a meaningful impact.
You care for pets. We care for you.
PetVet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status or any other basis prohibited by law. EOE, M/F/D/V
PetVet respects your privacy and is committed to protecting your personal information. Please see our privacy notice for additional information about our data practices.