Executive Assistant

Who We Are

American Pain Consortium’s Center for Pain clinic is one of the oldest free standing non-hospital affiliated pain centers in the Midwest (originally established in 1993). Our Indiana clinic footprint includes Indianapolis, Greenwood, Avon, Kokomo, Evansville and Lafayette while our Ohio footprint includes Columbus, Dublin, Springfield, and Fairfield. We also have 4 Ambulatory Surgery Center locations. Our caregivers build strong teams that deliver exceptional interventional pain management care.

As an employer, our mission is to empower every member of our team to realize 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 clinical multidisciplinary approach to care delivers the correct intervention to each and every patient; each and 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.

Behind the scenes are APC’s support departments which include areas like Operations Support, Pre-Service, Billing, Human Resources, Marketing, Accounting, and our Executive Team. APC values individuals with a strong work-ethic, embracing why they want to serve in the healthcare industry while maintaining a family and life balance. APC is seeking an Executive Assistant wanting to learn, develop, and grow at their Support Office in Carmel, IN.

Job Summary

The Executive Assistant will be responsible for managing the business office and access security, coordinating onsite meetings, executive schedules, making travel arrangements, provider credentialing updates, organizing documents, project management for new location development and participating in executive and board meetings to manage and record minutes.

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

• Project manages the built out of new clinic or office locations to include, planning and scheduling meeting cadence for the life of the project, maintaining Smartsheet tracking for open tasks, assignees, and completion status, and managing communication regarding project internal and external to the business to ensure go live timeline is met.
• Coordinates with external vendors to maintain standard design template and furniture selections for build out of or update to the office, clinic, or ASC locations. Develops proposed budget for selection and places orders or schedules vendors for projects as the submitted budges are approved. Collaborates with clinicians as necessary for medically related equipment or furniture. Responsible to select and order furniture for new locations or existing locations with approved asset purchase.
• Office Administrator managing relationship with property management company including communicating updates bidirectionally and identifying, reporting and scheduling maintenance, repairs or improvements to be performed.
• Answer phones calls, take messages, and distribute to the appropriate personnel
• Welcome all visitors and interact with them, communicate with onsite team members with whom visitors are meeting
• Manage executive’s schedules and appointments to include rescheduling double-booked time slots and proactively confirming availability of attendees for scheduled meetings
• Coordinate meetings and other onsite and off-site events as requested
• Prepare and facilitate documentation for applicable meeting to include documenting agendas and attendee lists, taking detailed meeting minutes, preparing presentations including creating slide templates, merging power point files, reviewing for consistent formatting, and printing hardcopies as requested.
• 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
• Order necessary supplies for assigned locations to include office supplies, break room supplies, conference room supplies, meeting refreshments and clinical office supplies
• Facilitate Provider credentialing and documentation to include filing and completion of applications for malpractice, initiation and completion of collaborative agreements, provision of required documents to local facilities with whom providers are credentialed, maintenance of state licensure for clinic and ambulatory surgery center locations and other correspondence.
• Create ad-hoc spreadsheets and reporting as requested.
• 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

• Bachelor’s Degree preferred
• 2 years in customer service focused role
• 1 years in administrative assistance

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

Benefits (Work Perks)

Included for all full-time positions

• Medical, Dental, and Vision Insurance
• Paid Time Off
• Paid Holidays
• Matching 401K plan
• Other

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 Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• What are your salary expectations?

Education:

• Bachelor's (Preferred)

Experience:

• Microsoft Excel: 1 year (Preferred)
• Microsoft Powerpoint: 1 year (Preferred)

Ability to Commute:

• Carmel, IN 46032 (Required)

Ability to Relocate:

• Carmel, IN 46032: Relocate before starting work (Required)

Work Location: In person