Job Information
Spectrum Healthcare Partners Administrative Assistant / Receptionist in South Portland, Maine
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
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