Administrative Assistant – Clinic

Location
:
Portland, Maine |
Schedule
:
Full-Time |
Model
:
On-Site

Pay Range: $24.14/hour – $26.19/hour (commensurate with experience, skills, and training)

Portland Gastroenterology Center (PGC) is one of Maine’s leading private gastroenterology practices, dedicated to delivering exceptional digestive health care in a compassionate, patient-centered environment. Our team is built on a foundation of clinical excellence, accountability, and a genuine commitment to the communities we serve.

We are looking for a dependable, detail-oriented Administrative Assistant to support the day-to-day operations of our Professional Clinic (PGA), providing essential administrative support to keep our clinical teams running smoothly.

If you are highly organized, thrive in a fast-paced healthcare environment, and take pride in getting the details right, this role is a great fit.

• Schedule candidate interviews, obtain references, and coordinate communication and logistics for new staff onboarding and orientation
• Track staff licensure, certifications, and continuing education enrollments — ensuring timely renewals and complete records
• Coordinate with HR to assist new and existing staff with parking passes, locker access, EMR signature requirements, and reimbursement processing
• Coordinate system access setup including logins, computer equipment, phone needs, and password resets

• Prepare, distribute, collect, and compile quarterly audit materials for Nurse Manager review
• Prepare, distribute, collect, and compile quarterly physician peer review materials for the Director of Clinical Operations
• Generate and distribute weekly status reports (third-next, task queues, MA and RN metrics) for PGA leadership
• Generate and distribute the PGA Day Sheet and weekly Unsigned Encounter Reports
• Scan and archive monthly and annual logs, forms, and reports in designated locations

• Maintain and update unit reference materials including phone lists and contact directories
• Complete weekly inventory of bulk office supply areas and order to par levels
• Compile special supply requests for Purchasing Analyst review and approval
• Maintain inventory of patient forms, educational materials, and unit documentation — ensuring only current versions are in circulation
• Coordinate retrieval or ordering of mailing supplies, prep materials, and brochures from off-site storage

• Attend, prepare agendas for, and distribute minutes for all staff meetings
• Schedule and coordinate monthly POD luncheons, AM staff trainings, Journal Club, and quarterly board meetings — including food ordering as requested

• Provide general operational support as assigned
• Assist with special projects and other duties as directed

• Bachelor’s degree from an accredited institution and 3+ years of related healthcare experience preferred
• Associate’s degree from an accredited institution and 2+ years of related experience required
• Equivalent combinations of education and experience will be considered

• Strong organizational skills — you track multiple priorities simultaneously without dropping the ball
• High attention to detail, especially when managing records, reports, and inventory
• Comfortable working independently with minimal supervision across two busy clinical units
• Proficient with standard office technology and comfortable learning new systems
• Clear and professional communicator, both written and verbal
• Adaptable and even-keeled in a dynamic, fast-paced healthcare environment
• Committed to patient confidentiality, safety, and PGC’s core values

• Play a meaningful behind-the-scenes role that directly supports patient care and clinical operations
• Work alongside a collaborative, mission-driven team in a stable, privately owned Maine practice
• Exposure to two distinct clinical environments — a great opportunity to broaden your healthcare administrative experience
• Competitive compensation and benefits

Ready to bring your organizational skills to a team that values them? We’d love to hear from you.

Portland Gastroenterology Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.