Administrative Associate - Medical Records

Job Title

Administrative Associate - Medical Records

Agency

Texas A&M University

Department

Vet Med-Teaching Hospital

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

Glimpse of the Job 

Are you a detail-oriented individual with experience with electronic medical records, exceptional communication skills, and a passion for providing exceptional service? As an Administrative Associate, you’ll play a crucial role in supporting the Medical Records department at the Texas A&M Large Animal Hospital. In this role, you will provide administrative and medical records support and ensure accurate handling of sensitive information to keep operations running smoothly. If you’re organized, friendly, and excited to make a positive impact, we want to hear from you!

Opportunities to Contribute​

• Information Management: Support accurate and timely handling of medical records and related documentation to maintain compliance and quality care.

• Collaborative Impact: Work closely with a dedicated team of veterinary professionals, contributing to a positive and productive work environment.

Minimum Required Qualifications

• Administrative Associate III: High School Diploma or equivalent combination of education and experience and three years in general office or clerical work.

• Administrative Associate V: High School Diploma or equivalent combination of education and experience and five years in general office or clerical work.

*Our current greatest need is for Administrative Associate III and Administrative Associate V.

A well-qualified candidate for this position will also possess:

• A degree in Business Administration, Medical Records Management, Health Information Technology.

• Specialized training in medical terminology and/or work experience in a medical setting-may be hospital, veterinary hospital, other health care settings.

• Three years of related experience in administrative supporting job duties to include medical records or sensitive records management.

• Medical Office Administration Certificate, Medical Records Certification, Medical Records/Coding Certification.

• Proficient in Microsoft Office.

• Ability to multi-task and work cooperatively with others. Strong oral and written and interpersonal communication skills.

What you need to know

Salary: Starting at $15.85 - 19.00/hour. Compensation and classification are based on the needs of the department and the analyses of the above qualifications during the recruitment process.

Schedule/Location: Located in College Station, TX, this onsite role has a typical schedule of Monday through Friday, 8am to 5pm.

Please Note: Persons in this position are considered essential when the University declares an emergency, campus closure, class cancellations, etc., and are therefore required to report to work and remain on duty unless/until relieved by the direct supervisor.

What you need to do

Apply! A cover letter and resume are strongly recommended and will help in our review. You may upload them on the application under the CV/Resume section. 

Some of the Responsibilities Include:

• Administrative Support & Medical Records Management: Provides advanced administrative support and coordinates daily office activities, workflow, and resolution of sensitive, confidential matters. Schedules meetings and special events. Maintains and updates agency records, forms, and online materials while ensuring medical record integrity and confidentiality. Oversees retrieval and posting of medical records, emails, and fax logs; coordinates insurance requests and ensures accurate communication with service departments. Manages office supplies and equipment. Oversees document gathering for Open Records and compliance requests from the Texas Board of Veterinary Examiners. Prepares paper records for scanning and ensures accuracy of discharged records.

• Communication & Client Interaction: Serves as backup for phone lines and oversees email and fax communications related to medical records. Ensures timely and accurate information flow between clients, referring veterinarians, and service departments.

• Office Support & Process Improvement: Recommends process improvements and administrative changes. Handles complex case searches and manages office machines, mail, and fax. Coordinates ownership changes, duplicate accounts, case numbers, and address updates.

• Imaging & Data Accuracy: Oversees receipt and upload of images from clients and RDVMs, ensuring quality and accessibility. Coordinates corrections as needed.

• Supervision (Administrative Associate V): Directly supervises, hires, and trains student workers. Maintains timesheets and attendance, coordinates daily work schedules, and acts as supervisor delegate when needed. Provides staff guidance and monitors departmental needs.

Why Texas A&M University?  

We are a prestigious university with strong traditions, core values, and a community of caring and collaboration.  Amenities associated with a major university, such as sporting and cultural events, state-of-the-art recreation facilities, the Bush Library and Museum, and much more await you.  Experience all that a big city has to offer but with a reasonable cost-of-living and no long commutes.   

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance with Texas A&M contributing to employee health and basic life premiums  

• 12-15 days of annual paid holidays   

• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month  

• Automatic enrollment in the Teacher Retirement System of Texas 

• Health and Wellness: Free exercise programs and release time  

• Professional Development: All employees have access to free LinkedIn Learning training, webinars, and limited financial support to attend conferences, workshops, and more   

• Educational release time and tuition assistance for completing a degree while a Texas A&M employee  

• Living Well, a program at Texas A&M that has been built by employees, for employees 

Instructions to Applicants: Applications received by Texas A&M University must either have all job application data entered, or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to pre-populate the online application.  

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.