Administrative Assistant

2 weeks ago

South Portland, United States Spectrum Healthcare Partners Part time
Job DescriptionJob DescriptionCOMPANY OVERVIEW
Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopaedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire.

POSITION SUMMARY
Responsible for a variety of administrative support in the Company’s administrative office, comprised of central services and divisional staff. Provides a high level of customer service greeting visitors, answering phones, providing information and general administrative duties.  Hours:  M-F, 8:30 AM - 4:00 PM (35 hours per week).   This is an onsite position. 

ESSENTIAL FUNCTIONS
  1. Serves as first point of contact, welcoming visitors upon their arrival to include customers, clients, vendors, employees. Interacts in a professional, positive and helpful manner providing information and assistance as needed
  2. Directs incoming calls, and provides requests for information
  3. Provides administrative support including typing and proofreading correspondence, memos, agendas, meeting material, and other administrative duties
  4. Creates spreadsheets, charts, PowerPoint presentations, visual representations
  5. Assists with calendar management for various executive and senior administrative staff as assigned by the Senior Executive Assistant
  6. Assists with coordinating meeting, social, and event preparation activities, including food orders and room arrangements
  7. Receives, sorts and distributes daily mail/deliveries; coordinates inter-office mail for courier daily service
  8. Inventories, orders, and maintains supplies
  9. Maintains postage meter/postage; facilitates service for office equipment/copiers
  10. Opens and closes the office according to set hours of operation
  11. Maintains and distributes internal phone extension directory and various reception contact lists
  12. Maintains conference room schedules and SharePoint calendars
  13. Coordinates pager distribution and maintenance for hospital divisions
  14. Assists members of Human Resources with preparing orientation materials and assisting with weekly orientation/onboarding activities
  15. Assists with processing of physician and employee expense receipts as assigned by Senior Executive Assistant or member of Finance
  16. Scans Pathology billing into e-file system daily
  17. Assists various departments as needed (e.g., Finance/Revenue Cycle, Human Resources, Marketing)
  18. Maintains appropriate level of Company and HIPAA-related confidentiality
ADDITIONAL DUTIES & RESPONSIBILITIES
  • Assists Senior Executive Assistant with special projects as assigned
  • Coordinates and responsible for company petty cash
  • Orders physician lab coats and new employee name plates
  • Attends meetings, as assigned, and participates in educational activities to keep skills up to date
  • Works closely with various Company staff, hospital and site support staff, building effective relationships
  • Demonstrates professionalism at all times
  • Performs other duties necessary to maintain the overall efficiency and continuity of the administrative office
  • Displays cooperative behavior and interacts positively and effectively with others to promote a team environment
  • Supports the Company’s Vision and Values
QUALIFICATIONS
  • High School Diploma
  • 3+ years administrative experience
  • Experience in a healthcare environment helpful
  • Excellent communication and interpersonal skills
  • Strong customer service and interpersonal skills exhibiting an approachable demeanor, with pleasant and professional telephone voice
  • Continuous improvement mindset, with a willingness to develop new skills and take on new tasks
  • Excellent organizational and time management skills with attention to detail
  • Ability to multi-task and prioritize job activities
  • Proficient computer skills to include Microsoft Word, Excel, PowerPoint, Outlook and Teams Remains flexible to attend to other needed work requests or assigned duties
  • Ability to maintain confidentiality
PHYSICAL DEMANDS / WORK ENVIRONMENT
  • Operation of various office equipment; fax machine, telephone & voice mail system, personal computer, scanner, e-mail system, cell phone, pager, and copier
  • Light lifting of paperwork, folders and other materials
  • Lifting of mail bins and boxes up to 50 lbs.
  • May be required to sit or stand for extended periods of time
  • Occasional reaching, bending
  • Position is onsite and not eligible for hybrid or remote work agreements
BENEFITS
  • Health Insurance (80% company paid)
  • Health Savings Account (Company Match: $3,000 family plan / $1625 individual plan)
  • Dental & Vision Insurance Plans
  • 401(k) Match and Profit-Sharing Plan
  • Life and Accidental Death and Dismemberment Insurance (company paid)
  • Long-term Disability Insurance (company paid)
  • Short-term Disability Insurance (company paid)
  • Generous paid time off
  • Voluntary, Employee-Paid Benefits
  • Medical Reimbursement Plan
  • Dependent Care Plan


 

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