Administrative Assistant Specialist

Who We Are

We've been treating pain effectively through minimally invasive techniques since 1992. At American Pain Consortium (APC), our mission is to empower our providers, including board-certified pain management physicians, with exceptional patient care. We are driven to deliver a national platform for like-minded interventional pain providers seeking to help patients find symptom relief and lead a better quality of life. We invest in the people, processes, systems, credentials, and facilities that consistently yield exceptional medical, operational, and financial outcomes. Our footprint includes clinic and ambulatory surgery centers throughout Indiana, Ohio, and Kentucky.

As an employer, we help our team to reach their maximum professional potential and create an environment conducive to our shared success. Our "why" centers around our 7 inspirations: the pursuit of excellence, empathy in everything we do, a culture of collaboration, open communication, creating a space for belonging, and ongoing innovation, which yields the result of bringing value.

What do we do?

Our goal at American Pain Consortium is to support our clinics that help patients seeking relief from pain, numbness, and tingling sensations that are often related to neuropathic pain or neuropathy, among many other forms of chronic pain. Even patients who have tried other pain treatments without success often benefit significantly from safe, effective treatment at American Pain Consortium. Our clinical multidisciplinary approach to care delivers the correct intervention to every patient, every time through various pain management procedures including injections, open surgical cases with general anesthesia, physical therapy, and psychological services. Our Providers focus on helping individuals improve functionality to restore a more meaningful lifestyle.

APC values individuals with a strong work-ethic, embracing why they want to serve in the healthcare industry while maintaining a work, family, and life balance. APC is seeking an individual who is eager to learn, develop, and grow and help us contribute to our overall mission to empower Providers to deliver exceptional patient care.

Job Summary

The Administrative Assistant Specialist serves as the first point of contact at our support office. This position plays a key role in maintaining a welcoming environment, supporting office operations, and assisting with company culture initiatives. The ideal candidate will have excellent communication skills, strong attention to detail, and a genuine interest in creating a positive experience for associates and visitors alike.

Essential Duties & Responsibilities (What You'll Do)·

• Manage relationship with property management company to include communicating updates bidirectionally and identifying, reporting, and scheduling maintenance, repairs, or improvements.
• Oversee access security for the support office and Carmel clinic location including monitoring visitors to ensure adherence to company standards and security measures. Greet visitors and interact with them and communicate with onsite team members with whom visitors are meeting.
• Answer phones calls, take messages, and distribute to the appropriate personnel.
• Maintain consistent availability to support and coordinate onsite meetings scheduled in shared conference space. Ensures required conference space is available, reserved, and equipped for the meeting including preparation of video-conferencing, shared presentation, and refreshments.
• Collects, sorts, and distributes mail/fax communications.
• Manage supplies for assigned locations to include office supplies, break room supplies, conference room supplies, meeting refreshments, and clinical office supplies. Prepares orders and approves or declines requests for supply orders outside budget limits or reasonableness. Maintain break room machines by completing weekly cleanings and placing work orders as needed for any repairs.
• Coordinate and support office events such as monthly meal pitch-ins, holiday celebrations, and associate engagement activities.
• Provide general administrative and clerical support to leadership and other departments as needed.
• Assists with maintaining credentialing files for each provider to ensure all required information is organized, current, and available electronically. Tracks receipt of updated credentialing documentation, ensures it is stored appropriately, and reports any deficiencies to the appropriate leader. Reviews monthly expirables for licensure, certifications, and hospital privileges and sends email reminders to providers to complete renewals.
• Assist with company-wide initiatives such as birthday and thank-you cards, scrub orders, and employee recognition efforts.
• Other duties as assigned.

Minimum Qualifications (What We Are Looking For)

• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Strong analytical and problem-solving skills
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite or related software.

Education and/or Experience Requirements

• High School Diploma Required
• 2+ years in customer service focused role preferred
• 1+ years in administrative, front desk, or office support role preferred

Competencies

To perform the job successfully, an individual should demonstrate the following, which is included, but not limited, to:

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Respect for Others - Treats patients, physicians, and colleagues in a professional, respectful, compassionate manner
• Respect for Privacy - Handles all patient, company, and staff information in a confidential manner compliant with all state and federal regulations and the APC Code of Conduct.

Physical Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Standing and/or walking 30% of time
• Sitting 70% of the time
• Occasional lifting, stooping, kneeling, crouching, and reaching.

Supervisory Responsibilities

This position does not have supervisory responsibilities

Equal Employment Opportunity

American Pain Consortium Management, its affiliates, and subsidiaries are an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, protected veteran status, national origin, sexual orientation, gender identity or expression (including transgender status), genetic information or any other characteristic protected by applicable law.

Job Types: Full-time, Temporary

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending