Administrative Assistant
Location: Portland, Maine | Schedule: Full-Time | Model: On-Site
Pay Range: $24.14/hour – $26.19/hour (commensurate with experience, skills, and training)
About Portland Gastroenterology Center
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.
The Role
We are looking for a dependable, detail-oriented Administrative Assistant to support the day-to-day operations of our Professional Clinic (PGA) and Endoscopy Center (PEC). This is a shared role — you will split your time between both units, providing essential administrative support that keeps our clinical teams running smoothly. You will report to both the PGA and PEC Nurse Managers.
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.
What You’ll Do
Staffing & Onboarding Support
- Schedule candidate interviews, obtain references, and coordinate communication and logistics for new staff onboarding and orientation across both units
- Track staff licensure, certifications, and continuing education enrollments — ensuring timely renewals and complete records
- Maintain up-to-date staff immunization records (influenza for PGA; influenza, HepB, MMR, varicella, and TB for PEC)
- 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
Records, Reporting & Data
- 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
- Print and distribute monthly physician complication reports and GiQuic reports (PEC)
- Download and file weekly autoclave results (PEC)
- Reconcile pathology requisitions against finalized results to ensure accuracy (PEC)
- Scan and archive monthly and annual logs, forms, and reports in designated locations
Supplies, Inventory & Materials
- 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 (PGA)
- Order and maintain snack and beverage inventory for PEC and the Phlebotomy Lab
- Manage anesthesia consent form supplies (PEC)
- Monitor Bravo equipment inventory and track upcoming Bravo procedures (PEC)
- Manage unit linen supply (PEC)
Meetings & Scheduling
- Attend, prepare agendas for, and distribute minutes for all staff meetings across both units
- Schedule and coordinate monthly POD luncheons, AM staff trainings, Journal Club, and quarterly board meetings — including food ordering as requested
General Support
- Provide general operational support to both units as assigned
- Assist with special projects and other duties as directed
What We’re Looking For
Education & Experience
- 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
Skills & Attributes
- 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
Why PGC?
- 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.
