Physician Recruitment - Administrative Assistant

Cost Center

Scheduled Weekly Hours

Work Shift

Shift & Status

Who Are We?

We at Pine Rest believe in the power of healing and that everyone in our community has the right to expert care for mental health and substance use disorders. We are much more than just the third largest non-profit behavioral health system in the country, our 220-acre main campus, and our network of clinical sites across Michigan. We are a tight-knit community of healers who witness the impact of our life-changing work each day.

Each day, we are closing the gaps in access to care. We are innovating through leading-edge research, testing, programs, and treatment modalities that others replicate across the country. Our services include a state-of-the-art psychiatric urgent care center and a soon-to-be-built pediatric behavioral health center, outpatient, inpatient, partial hospitalization (day programs), assessment and testing, residential, addiction treatment and specialty services such as crisis response, employee assistance programs, forensic psychiatry and psychology, and neuromodulation. On-the-job educational programs for nurses, psychologists, advanced practice providers, psychiatrists, and chaplains are equipping the next generation of care providers.

We are passionate about serving and are honored to be a part of this incredible work.

What Will you Do?

As a Physician and APP Recruitment & Retention Administrator at Pine Rest, you’ll be part of tight-knit team that believes in the healing power of your expertise and compassion. You’ll be responsible for sourcing candidates through various channels, pre-screening for experience and necessary qualifications, scheduling interviews, assisting the Physician and APP Recruitment & Retention Manager with candidate inquiries and communication. Ultimately, you will create strong pipelines for Pine Rest’s current and future hiring needs. The Physician & APP Recruitment and Retention Administrator must demonstrate excellent customer service and have enthusiasm about the program and the Pine Rest organization. They are dedicated to excellent customer service, enthusiastic about the care we offer, and foster a sense of belonging and empowerment in a diverse workplace.

Principal Duties and Responsibilities:

• Provide administrative support to the Physician and APP Recruitment & Retention Manager, including but not limited to assisting with pre-boarding and onboarding activities, NEO, and orientation.

• Responsible for timely and accurate completion of all duties related to scheduling of site visits: sending meeting requests, prepare itineraries, prepare candidate take aways.

• Responsible for timely and accurate completion of all duties related to interview site visit: arranging all reservations for the site visit – travel, accommodations, lunches/dinner, order of gift basket.

• Manages the PracticeMatch and PracticeLink database including sourcing of candidates, posting job opportunities, and sending emails to prospective candidates.

• Manages the Pine Rest internal and external career sites on Workday regarding Psychiatry and Advanced Practice Professionals (APPs) recruitment.

• Owns all job postings (including adherence to formal approval process) through the internal team Applicant Tracking System (ATS).

• Per direction of the Physician and APP Recruitment & Retention Manager handles the planning of recruitment conferences, reserving booths, ordering furniture, order, and shipping giveaways, etc.

• Manages the execution and storage of all Physician contracts through DocuSign and Contract Guardian.

• Sends Welcome Emails when a contract is fully executed and signed to initiate the credentialing process.

• Responsible for requesting loan amortization schedule and check requests.

• Assists with arrangements for New Employee Orientation (NEO), onboarding, and orientation.

• Is responsible for collecting and requesting references/peer references for all Physicians and APPs.

• Assists the Physician and APP Recruitment & Retention Manager in promoting Pine Rest opportunities to Residency and Fellowship programs.

• Builds talent networks with Residency and Fellowship programs to find qualified active and passive candidates.

• Assists Medical Directors and Physician and APP Recruitment & Retention Manager with milestone recognitions.

• Assists the Physician and APP Recruitment & Retention Manager with the Pine Rest annual Residency event.

• May perform initial contact to potential candidates by telephone and performs initial screen, evaluating if they meet the position requirements.

• Works closely with marketing vendor(s) to manage all print, online & social media marketing/advertising.

• Source passive candidates and search resume database for the most fit candidates.

• Utilize multi-channel approach and social media to recruit and brand Pine Rest as a preferred employer and great place to work.

• Adheres to employment laws, rules, and regulations to include personal data privacy regulations.

What Does the Role Require?

Education/Experience:

• Bachelor’s Degree required.

• 3 years of experience in an executive administrative capacity required.

• 1 year of experience in talent acquisitions preferred.

Benefits:

• Medical, dental, vision & life insurance plans

• 403(b) retirement match contribution by Pine Rest

• Generous PTO for full and part time employees

• Tuition assistance & loan forgiveness

• Employee Assistance Program offering many free and discounted services for therapy, legal, accounting, gym membership, etc.

• Partnership with Davenport University provides generous discount on tuition for employees and family members.

Notice:

Pine Rest provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

All new employees are subject to a criminal background check and education verification which may include sending a copy of your high school diploma, GED, or college transcripts.

NOTICE: Successful completion of a drug screen prior to employment is also part of our background process.