Administrative Assistant- Nashville

Are you seeking an opportunity that provides career growth, promotes a positive work culture, supports mission focused work, and gives you the opportunity to blaze new trails? Then consider Nashville Veterinary Specialists as your next career Employer of Choice. We are currently looking to hire a Human Resources Generalist to support our growing veterinary Hospital Teams! 

WHO WE ARE:  

Nashville Veterinary Specialists + Animal Emergency (NVS) is a veterinary specialty and emergency hospital group with two locations in Nashville and Clarksville, Tennessee.  Our Mission and primary focus is to honor the human-animal bond in all we do, focusing on patient care, client experience, and the health of our team. We believe we can never stop improving and strive to improve in all we do. Not only do we focus on patient care, but core to our hospital culture is also a focus on the health of our team, our community, and the environment. We are committed to sustainable environmental practices. NVS works in partnership with Ethos Veterinary Health.

Reports to:   Hospital Director (HD) and Hospital Manager (HM) 

Job Summary:  The role of the Administrative Assistant is to support hospital leadership in administrative functions, including but not limited to scheduling meetings, special events, creating meeting minutes and other documents and reports, as requested or assigned.  This position supports other members of the administrative team and is cross-trained in medical records, end-of-day reconciliation, discounts and CSR duties. 

• Act as an assistant to the Hospital Director Hosptial Manager 

• Check daily schedule and anticipate needs of the Hospital Leaders 

• Assist with the creation and rollout of new initiatives, policies, and procedures 

• Assists other member of the leadership team on requests, projects, and initiatives 

Position Responsibilities: 

• Employee Scheduling 

• Manage employee W2W time off requests and scheduling for staff as needed 

• Assist department leaders with scheduling questions, concerns and needs 

• Act as backup for client concerns/questions 

• Personally fill in vacancies as needed/directed by HM      

Recruiting 

• Work with HM and HR to screen and perform initial interviews on staff candidates as needed 

• Set up onsite interviews with supervisors/staff and schedule time for candidate to meet with the HM and HD (Itineraries, schedule flights, Hotel and Rental Car accommodations) 

• Keep files/records of all in process candidates (tech skills test, resume, etc.) 

• Electronically pass along resumes to all parties involved 

• Extend offers and coordinate onboarding (Only if needed/directed by HM) 

   Yearly and 90 Day Review Process 

• Collate and prepare all review materials needed for HM and HD to perform/support reviews 

   Other Duties 

• Serve as a back-up/liaison between HM/HD, admin and or/employees 

• Help HM and HD prepare for meetings (may include developing power point presentations, data collection, errands, research, etc.) 

• Assist with the organization of lunches/dinners for hospital staff events 

• Assist management with feedback, ideas, and perspective as needed 

• Communicate feedback about employee performance and morale 

• Fill in or work in open positions as needed  

• Help or perform data collections points such as triage monitoring, exam room monitoring, phone call screening/review, video review, client or employee interviews/polling/feedback, etc.  

Other expectations: 

This role is an extension and representative of the HD/HM, as well as the management team.  Individuals qualified for this role must be professional, hard-working, honest, reliable and have exemplary follow-through.  Because this role is an extension of the leadership team, it is also imperative that there is quality and trustworthy communication at all times.  Excellent doctor and staff relations are imperative.  This individual will be privy to confidential information and therefore they must act and communicate with that in mind at all times; a confidentiality agreement is required. 

Schedule: 

• Monday – Friday 9am-5pm (may need to flex hours to accommodate workload) 

• Daily check in and weekly 1 hour meeting at minimum 

• May be asked to fill in duties that may be outside normal schedule/hours, including weekend shifts.  Schedule will be adjusted if this occurs 

• Average 40 hours/week 

• Attempt to schedule time off/PTO not to coincide with HD/HM time off 

Qualifications: 

• Associate’s Degree preferred but not required  

• 2+ years in administrative support or veterinary experience  

• Excellent verbal and written communication skills, interpersonal skills and ethical mindset 

• Professional 

• Team spirited, goal oriented, and detail oriented 

• Adept to problem-solving and conflict resolution 

• Excellent computer skills, including [Microsoft Suite, Google] 

Performance Requirements:  

• Flexibility to work beyond scheduled hours if necessary  

• Must be able to multi-task and complete assigned tasks  

• Must be able to work in a busy, fast-paced environment  

• Must follow the Ideal Employee Qualities at all times:  

• Team Player - Gets Along - does not participate in triangular conversations, promotes the best out of employees, welcomes new employees, helps alternative shift employees wrap up their shift in an empathetic way 

• Dependable - on time to work, very few missed days, and gives advanced notice of time off 

• Focused - does not get distracted in conversations and keeps busy during down time 

• Technically Skilled 

• Effective Communicator - Proactively communicates problems to people with ability to make a change, is a good listener, approachable, and responds in a timely manner 

• Compassionate Animal Caregiver - Attentive to condition of patients and serves as a good set of eyes/ears for clinicians 

• Follows Company Rules/Guidelines 

• Must be willing to perform additional duties as deemed necessary by CVES/NVS Management 

Physical/Environmental Requirements 

This job classification requires that the applicant be capable of sitting continuously for up to two hours without a break, standing, walking, lifting up to 30 pounds, carrying up to 30 pounds, pulling up to 50 pounds, reaching, speaking, seeing, and hearing. This job classification also involves repetitive use of the hands, wrists, and arms. Individuals must be able to meet the minimum dexterity requirements of the position. Qualified applicants must have above average keyboarding and computer skills as well as an ability to use a keyboard and view a computer screen for up to 3 hours without a break.