Office Assistant - McGee Fertility Center

Job Title:                    Theriogenology Office Assistant
FLSA Status:             Non-Exempt
Department:               Theriogenology

Summary:  The Theriogenology Office Assistant is the primary resource for administrative duties within the Therio team including scheduling, billing, and Doctor and client communications.

Essential Duties and Responsibilities include the following. Other duties may be assigned. 

• Provide primary telephone support for the Theriogenology department
• Assist with current client communication regarding scheduling, billing, or other questions
• Maintain client contact and account information
• Assist with scheduling appointments and coordinating joint appointments with referring veterinarians.
• Utilize HVMS platform for billing and credit card payments.
• Maintain an appropriate stock of medical supplies, and order supplies as needed.
• Maintain inventory of frozen semen.
• Accurately label and organize specimens.
• Keep accurate records, using Microsoft Excel.
• Gather and input data for research projects.
• May require some set up for basic procedures, clean up post-procedures, or assisting veterinarians as needed
• Special projects and additional duties as directed by the supervisor(s), veterinarian(s) or a member of management.

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 technician job responsibilities.
• To contribute to the overall team by utilizing your skills and knowledge to achieve performance excellence.
• To assist in achieving and maintaining high quality standards in the overall care and needs of patients.
• To maintain confidentiality with regards to client-patient rights.
• 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 give guidance to other personnel in understanding the importance of adhering to procedures and proper protocol in the areas of treatment, patient care and safety standards.
• To administer treatments in a timely and efficient manner, adhering to the exact specifications of the appropriate doctor.
• To maintain a professional appearance and a courteous attitude.
• To maintain a clean/sanitary and well-organized work/service area at all times.

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.

Education/Experience:

• Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience. Preferred to have horse handling skills and experience with handling stallions.

Language Ability:

• Ability to read, analyze, and interpret general technical procedures.  Ability to write/document technical information and procedure manuals.  Ability to effectively present information and respond to questions from doctors, other staff and clients.

Math Ability:

• Ability to calculate figures and amounts such as proportions, percentages, and volume. Ability to apply simple 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, including but not limited to Microsoft Word and Excel.

Supervisory Responsibilities:

• This job has no supervisory responsibilities.

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.

While performing the duties of this Job, the employee is

• frequently exposed to fumes or airborne particles;
• frequently exposed to toxic or caustic chemicals;
• occasionally exposed to wet or humid conditions (non-weather);
• regularly works near moving mechanical parts; experiences outdoor weather conditions, and the risk of electrical shock;
• occasionally exposed to low levels of radiation.

The noise level in the work environment is usually quiet to moderate.

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 required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.
• frequently required to stoop, kneel, crouch, or crawl.
• occasionally required to sit; climb or balance and smell.
• regularly lift and /or move up to 100 pounds, and
• frequently may be required to exert force on more than 100 pounds, which includes holding and restraining a horse (average 1,200 Lbs)

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Specific horse handling and restraining skills.

Schedule

As per shift hired for:

• Hours and schedule are variable. Weekends required.
• Overtime as directed.
• All time off to be pre-approved by supervisor.