Physician Support Administrative Assistant

JOB SUMMARY:

The Physician Support Administrative Assistant provides administrative and operational support to PathGroup's Physician Recruiting and Credentialing & Scheduling Directors. This role plays a key part in assisting with physician recruitment-related projects and current physician administrative tasks. The Physician Support Assistant is highly organized, detail-oriented, and enjoys building relationships while helping a busy team stay organized and efficient.

JOB RESPONSIBILITIES

ESSENTIAL FUNCTIONS:

Key Responsibilities -- Physician Recruiting

• Interview Coordination, Scheduling & ATS Management
• Schedule and coordinate virtual and onsite physician interviews with candidates, physician leaders, hospital executives, and internal stakeholders.
• Manage complex calendars and interview logistics across multiple time zones and locations.
• Prepare interview itineraries and ensure all participants receive timely communications and meeting details.
• Coordinate candidate travel, hotel accommodations, and related logistics for onsite interviews as needed.
• Maintain accurate candidate records and documentation within the applicant tracking system (ATS).
• Update candidate statuses, interview notes, and recruitment activity to ensure data integrity and reporting accuracy.
• Serve as a primary point of contact for candidates throughout the interview process and help deliver an exceptional candidate experience.
• Conduct physician sourcing activities utilizing online databases, professional organizations, physician directories, LinkedIn, and other sourcing tools.
• Perform outreach to prospective physician candidates via email, phone, LinkedIn, and other communication channels.
• Support recruiters in developing and maintaining talent pipelines for current and future physician opportunities.
• Track sourcing activity and candidate engagement efforts.
• Assist with physician recruitment marketing initiatives and talent pipeline development projects.
• Coordinate recruiting-related expense reports, invoice submissions, and payment requests.
• Assist with recruiting reports, spreadsheets, and departmental documentation.
• Participate in special projects and process improvement efforts designed to enhance recruiting efficiency and candidate experience.
• Provide general administrative support to the Physician Recruiting team as needed.

Key Responsibilities -- Physician Support

• Coordinate and administer physician reimbursement, payment, and invoicing processes, ensuring timely and accurate documentation.
• Manage physician continuing medical education (CME) budgets, reimbursements, and related records to ensure compliance with organizational policies and budget guidelines.
• Maintain physician memberships, subscriptions, licenses, and other professional affiliations, including renewals and payment processing.
• Monitor departmental budgets, expenditures, and financial reports, providing administrative support for budget tracking and reconciliation.
• Prepare recurring reports, financial summaries, and operational metrics for leadership.
• Coordinate and process requests requiring administrative review and approval, ensuring completeness and adherence to established policies.
• Track physician compensation-related data, including contractually required information, productivity reports, and supporting documentation.
• Maintain accurate records, databases, and documentation related to physician support activities.
• Collaborate with Human Resources and other departments to support physician administrative and operational needs.
• Provide general administrative support for special projects, meetings, and initiatives as assigned.
• Identify opportunities to improve administrative processes and contribute to the efficient operation of the Physician Affairs department.
• All other duties as needed.

NON-ESSENTIAL FUNCTIONS:

• Works with other departments within PathGroup and subsidiaries.
• Nothing in the job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.
• Other duties as assigned.

EDUCATION & LICENSURE:

• High School Diploma or GED is required.
• Additional education is preferred.

REQUIREMENTS:

• Prior experience in recruiting coordination, administrative support, scheduling, customer service, healthcare administration, talent acquisition, or a related field preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professional and customer-service-oriented approach when interacting with physician candidates and internal stakeholders.
• Strong problem-solving skills and ability to work independently.
• Comfortable learning new technology and systems.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and other business applications.