COMPANY 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

• 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

• Directs incoming calls, and provides requests for information

• Provides administrative support including typing and proofreading correspondence, memos, agendas, meeting material, and other administrative duties

• Creates spreadsheets, charts, PowerPoint presentations, visual representations

• Assists with calendar management for various executive and senior administrative staff as assigned by the Senior Executive Assistant

• Assists with coordinating meeting, social, and event preparation activities, including food orders and room arrangements

• Receives, sorts and distributes daily mail/deliveries; coordinates inter-office mail for courier daily service

• Inventories, orders, and maintains supplies

• Maintains postage meter/postage; facilitates service for office equipment/copiers

• Opens and closes the office according to set hours of operation

• Maintains and distributes internal phone extension directory and various reception contact lists

• Maintains conference room schedules and SharePoint calendars

• Coordinates pager distribution and maintenance for hospital divisions

• Assists members of Human Resources with preparing orientation materials and assisting with weekly orientation/onboarding activities

• Assists with processing of physician and employee expense receipts as assigned by Senior Executive Assistant or member of Finance

• Scans Pathology billing into e-file system daily

• Assists various departments as needed (e.g., Finance/Revenue Cycle, Human Resources, Marketing)

• 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

   

Powered by JazzHR