Role
Location
Description
Equine Administrative Assistant
Job Title: Office Assistant
Department: McGee Medicine Center, Hagyard Equine Medical Institute
Supervisor: Medicine Office Manager
Reception
- Provide telephone support for medicine, answering emergency and non-emergency related. calls, scheduling appointments and liaison with referring Veterinarians and clinics.
- Prepare and distribute daily census reports in a timely manner.
- Send reports and information requested by insurance companies.
- Create and update owner/patient files.
- File patient files & field tickets.
- Maintain the appearance and cleanliness of the reception area.
- Report any required repairs or office supply needs to the Office Manager.
- Liaison with Medicine Interns and assist with questions and facility protocol.
- Send out patient discharge letters to owners, agents and referring veterinarians.
- Liaison with barn staff regarding patient charts, data entry and procedure inquiries.
- Assist barn staff and interns with invoice and patient set up in HVMS system.
- Assist Office Manager, Primary Office Assistant and Billing Coordinator as directed.
- Special projects as assigned.
Billing
- Assist with ordering and sending daily patient financial updates.
- Assist with invoicing and preparing field tickets for doctor review.
- Collect payments & deposits as directed by Billing Coordinator & Office Manager.
Expectations
- To treat other people with respect and consideration regardless of their status or position.
- To be dependable and punctual on working hours scheduled and to be willing to stay beyond scheduled hours if needed.
- To be a self-starter and take the required initiative to perform all tasks successfully.
- To obtain required knowledge and skills relevant to the job responsibilities.
- To assist in achieving and maintaining high quality standards in the overall care and needs of patients.
- To maintain confidentiality with regards to client, doctor and patient information.
- To conduct oneself professionally as a representative of Hagyard Equine Medical Institute refraining from inappropriate language and behavior.
- To constructively communicate progress, problems or other issues requiring attention to the appropriate supervisor, doctor or member of management.
- To offer solutions and demonstrate a positive attitude when dealing with clients, supervisors, doctors, management, other team members, and outside vendors or suppliers.
- To maintain a professional appearance and a courteous attitude.
- To maintain a clean/sanitary and well-organized work/service area at all times.
- To contribute to the overall team by utilizing your skills and knowledge to achieve performance excellence.
Performance Abilities
- Professional demeanor
- Respects confidentiality of client/patient data.
- Strong oral communication skills.
- Strong customer service skills.
- Strong computer skills.
- Detail oriented and able to take directions.
- Organized, dedicated, friendly and responsible.
- Punctual and low absenteeism.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Capable of multi-tasking and utilizing multi-line phone system.
- Innovative, self-motivated, pleasant and polite personality, works well individually or as directed.
- Excellent computer skills- proficient with Microsoft programs.
- Medical terminology and knowledge of the equine and thoroughbred industries helpful.
- Customer-focused, professional.
- Good organizational skills.
- Effective communicator.
- Ability to lift more than 10 lbs.
Education/Experience:
High school diploma or GED. Experience with computer and telephone systems required. Equine experience required.
Language Ability:
Ability to read, analyze, and interpret general technical procedures. Ability to write/document technical information and general correspondence. Ability to effectively present information and respond to questions from doctors, other staff and clients.
Math Ability:
Ability to apply intermediate math formulas.
Reasoning Ability:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Computer Skills:
To perform this job successfully, an individual should have general computer software knowledge and keyboarding skills.
Certificates and Licenses:
No certification required
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- All of the work time is spent in the office area.
- No exposure to blood, body fluids, or tissues
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this Job, the employee is:
- Frequently (approximately 90% of the daily work) required to use arms, hands and fingers for computer work.
- Frequently required to talk and hear while communicating in person and via the telephone,
- Frequently required to sit for long periods of time,
- Occasionally required to stand and walk.
Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus
Schedule
As per shift hired for: Sunday- Thursday, 8:00 a.m. to 4:00 p.m.
Overtime as directed. Weekends as needed. All time off to be pre-approved by McGee Medicine Center Office Manager.
What We Offer
We care deeply about supporting our team members — professionally and personally. Benefits include:
- Medical, dental, and vision insurance
- Paid Parental Leave (birth, adoption, foster)
- 401(k) with discretionary contribution
- Team Member Pet Discounts
- Emotional wellbeing support — including Calm app access and 24/7 EAP
- CE stipends and career development resources
- Grant Circle — a relief fund for team members facing personal hardship
- Local hospital culture backed by national resources
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
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