New

Veterinary Hospital Administrative Support Specialist

North Carolina State University

$ 34,602 - $ 58,870

life insurance, flexible benefit account, paid time off

United States, North Carolina, Raleigh

Dec 18, 2025

Job Posting Information

Posting Number	PG194782SP
Internal Recruitment	No
Working Title	Veterinary Hospital Administrative Support Specialist
Anticipated Hiring Range	$45,000 - $47,133
Work Schedule	Monday - Friday 8:00 a.m. - 5:00 p.m. with occasional overtime.
Job Location	Raleigh, NC
Department	CVM Teaching Hospital
About the Department	The NC State Veterinary Hospital (VH), established in 1983, is one of the highest rated veterinary academic medical centers in the country, serving communities throughout North Carolina as well as many other states. The hospital staffs over twenty clinical services with board certified specialists that are nationally and even internationally renowned, ensuring the VH is on the cutting edge of veterinary medicine. Patients benefit from the combined expertise of multiple specialists utilizing a team approach to patient health care. Each year, nearly 35,000 patients are treated in the VH. The VH provides compassionate care, state of the art specialty health care, expert clinical instruction for 4th year veterinary students from College of Veterinary Medicine, and ongoing investigation of innovative techniques and procedures to further advance the field of veterinary medicine.
Wolfpack Perks and Benefits	As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone. What we offer: Medical, Dental, and Vision Flexible Spending Account Retirement Programs Disability Plans Life Insurance Accident Plan Paid Time Off and Other Leave Programs 12 Holidays Each Year Tuition and Academic Assistance And so much more! Attain Work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community. Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties	Are you a highly organized, detail-oriented administrative professional with a knack for proactive support? We are seeking a key/critical primary administrative support specialist to directly assist the Director and Assistant Director of both the Veterinary Health and Wellness Center and the Equine and Farm Animal Veterinary Center. The ideal candidate will possess exemplary communication skills, initiative, and a commitment to detail and organization. This role is essential for maintaining the smooth and efficient operation of our veterinary centers. Key Responsibilities The Executive Administrative Specialist will manage a varied and demanding set of duties, including: Calendar and Priority Management Strategic Calendar Management: Proactively manage the complex and demanding schedules of the Director and Assistant Director to minimize conflicts, ensure accuracy, and optimize time efficiency. Priority Management: Independently identify and prioritize leadership needs when managing meeting requests, calendar adjustments, and dedicated project time. Recruitment and HR Support Recruitment Coordination: Coordinate all departmental recruitment activities, including scheduling interviews, preparing and distributing pre-interview materials (e.g., parking passes, directions, timelines, expectations), and conducting essential follow-up tasks such as reference checks. Documentation and Compliance Document Verification: Meticulously ensure all submitted paperwork is accurate, properly signed, and includes required write-off information before submission to leadership. Policy & Procedure Oversight: Maintain and update administrative Standard Operating Procedures (SOPs) to ensure continuous compliance and accuracy across the centers. Operational and Administrative Assistance Operational Support: Support hospital operations by monitoring and scheduling minor duties, ordering necessary supplies, and maintaining the maintenance calendar. Meeting Coordination: Oversee all administrative aspects of monthly Infectious Disease and ad hoc meetings, including agenda preparation, accurate meeting minutes, policy updates, feedback collection, and management of associated orientation, re-education, reminder, and testing programs. Communication and Issue Resolution Communication Excellence: Draft clear, professional written correspondence and review all documents for content, clarity, grammar, and punctuation. Complaint Resolution Assistance: Assist with clinician/referring Veterinarian (rDVM) complaints by efficiently retrieving necessary medical records, communication logs, and billing information. Client Services Backup: Provide essential backup assistance for client services personnel as needed. Qualifications Proven experience in providing high-level administrative support to executive leadership. Exemplary organizational skills with an acute attention to detail. Demonstrated ability to take initiative and work independently to prioritize competing demands. Outstanding written and verbal communication skills. Proficiency in scheduling software and standard office applications. Experience in a healthcare or veterinary setting is a plus.
Other Responsibilities	Other duties as assigned.

Qualifications

Minimum Experience/Education	High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Preferred Qualifications	Demonstrated ability to work independently with minimal supervision, paired with strong interpersonal skills to effectively collaborate with hospital staff, faculty, house officers, and students from various backgrounds. Exceptional organizational skills and attention to detail, with the ability to manage multiple priorities simultaneously while handling sensitive information with discretion and confidentiality. Proficiency with Microsoft Office, office technologies, email, and calendaring tools, along with excellent written and verbal communication skills and a strong command of grammar, editing, and spelling. Proven customer service excellence, exhibiting a courteous and professional demeanor and the ability to quickly analyze situations, solve problems creatively, and achieve effective resolutions. Ability to understand and apply policies and procedures, perform basic financial calculations, and meet physical requirements including lifting up to 20 pounds; experience in a university or hospital setting is preferred.
Required License or Certification	N/A
Valid NC Driver's License required	No
Commercial Driver's License Required?	No

Recruitment Dates and Special Instructions

Job Open Date	12/17/2025
Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)	01/02/2026
Notice to Applicants	Please note that the work history on your resume must also be included in your application.
Special Instructions	Please include as attachments a resume, cover letter, and the contact information for at least three professional references..

Position Details

Position Number	00111757
Position Type	SHRA
Position Classification Band Title	Administrative Support Specialist
Position Classification Band Level	Journey
Position Classification Salary Range	$ 34,602 - $ 58,870
Salary Grade Equivalency	NC09
Alternate Option	If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week)	1.0
Appointment	12 Month Recurring
Mandatory Designation - Adverse Weather	Mandatory - Adverse Weather
Mandatory Designation - Emergency Events	Mandatory - Medical Emergencies
Time Limited Position	No
Time-Limited Appointment Length (if applicable)
Department Id	192001 - CVM Teaching Hospital
EEO	NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity. If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu. Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit. NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.