Physician Support Administrative Assistant

PathGroup•Brentwood, TN

About The Position

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.

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.

Nice To Haves

Additional education is preferred.

Responsibilities

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.
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.
Works with other departments within PathGroup and subsidiaries.
Other duties as assigned.