Administrative Assistant

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, 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

The Administrative Assistant provides operational, scheduling, and clerical support to the radiology department, physicians, and administrative leadership to ensure efficient daily operations.

ESSENTIAL FUNCTIONS

• Prepare and distribute daily physician schedules and weekend tech call schedules, coordinating all updates and changes with radiologists and facilities.Coordinate patient consultations and follow-up appointments.
• Schedule and track observation time for medical students, residents, and fellows.
• Assist with annual vacation scheduling and year-end processes.
• Manage incoming calls, voicemails, emails, faxes, and mail; prioritize and route as appropriate.
• Maintain provider contact lists and internal documentation.
• Provide coverage for the Practice Manager as needed.
• Support provider recruitment, credentialing, and onboarding processes.
• Distribute and track peer review and credentialing documents.
• Maintain provider licensure, DEA, and compliance records.
• Coordinate annual compliance requirements (e.g., flu documentation, N95 fit testing, safety training).
• Assist with preparing mammography inspection reports.
• Process addendum requests and support billing reconciliation documentation.
• Assist providers with reimbursement submissions.
• Maintain operational spreadsheets, reports, and the Rad North Procedure Grid.

PRIMARY RESPONSIBILITIES

• Arrange and support meetings and department events.
• Build and maintain effective working relationships within the company, hospitals, and site staff.
• Support a professional, collaborative, and collaborative office environment.
• Perform additional duties as needed to ensure efficient office operations and continuity.
• Uphold the company's mission, vision, and values in all activities.

QUALIFICATIONS

• High school diploma required.
• 3+ years of administrative experience; healthcare experience preferred.
• Effective communication, interpersonal, and customer service skills.
• Excellent organizational, time management, and multitasking abilities with strong attention to detail.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams.
• Ability to maintain confidentiality and exercise professionalism.
• Adaptable, with a continuous improvement mindset and willingness to take on new responsibilities.
• Flexibility to attend to other needed work requests or assigned duties.

PHYSICAL DEMANDS / WORK ENVIRONMENT

• Regular use of standard office equipment including: computer, telephone, copier, scanner, and email system.
• Ability to sit or stand for extended periods of time.
• Occasional reaching or bending or lifting of light materials (e.g., files, paperwork).
• Position is onsite and not eligible for remote or hybrid work arrangements.

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