Administrative Coordinator

University of New England; Portland (ME); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

UNE tuition waiver for employees,/spou

Dental plan options and vision

Job summary

The University of New England in Portland, ME seeks an Administrative Coordinator to provide primary administrative support for the Occupational Therapy Program. You will coordinate daily operations, monitor budgets, support accreditation activities, and serve as the main contact for students, faculty, staff, and external partners.

Ideal candidates have an associate’s degree and 2–4 years of administrative experience in higher education or healthcare, strong organizational and communication

Qualifications

• Two to four years of progressively responsible administrative support experience, preferably in higher education or healthcare settings, or a combination of education and experience from which comparable knowledge and skills have been acquired.
• Demonstrated organizational, planning, and project-management skills.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and other office technologies.
• Previous experience in organizing and maintaining a moderately complex filing and record-keepings systems, including relevant experience with computerized information systems.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively with diverse constituencies and foster positive working relationships.

Responsibilities

• Coordinate the daily operations of the Occupational Therapy Program, maintain calendars and schedules, support program leadership, and serve as a primary point of contact for students, faculty, staff, and external partners.
• Process purchasing requests, invoices, and reimbursements; monitor expenditures; and assist with budget tracking and financial reporting.
• Coordinate student onboarding, orientation, course scheduling, and program requirements while maintaining confidential records and communicating important deadlines, resources, and updates.
• Support ACOTE accreditation, program assessment, and institutional reporting by maintaining documentation, tracking student outcomes, compiling data, and preparing reports.
• Maintain accurate electronic and paper records, departmental databases, and reporting systems while ensuring compliance with university policies and procedures.
• Assist with organizing meetings, guest lectures, workshops, continuing education programs, recruitment activities, and student events, including scheduling, logistics, and communications.
• Prepare and distribute correspondence, reports, newsletters, handbooks, and promotional materials; update communication platforms; and respond to inquiries regarding program policies and services.
• Maintain office procedures, coordinate departmental workflows, contribute to committees and special projects, and provide general administrative support as needed.

Skills

Organizational skills

Communication skills

Project management

Education

Associate’s degree in business/administration/education/healthcare administration or related field

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

The Administrative Coordinator serves as the primary administrative support professional for the Occupational Therapy (OT) Program and is responsible for coordinating a broad range of daily operational, financial, academic, and administrative functions. This position supports faculty, staff, students, clinical partners, and external stakeholders while ensuring efficient program operations, compliance with university policies and accreditation requirements, and effective communication across the department. The Administrative Coordinator plays a key role in supporting current and prospective students, curriculum implementation, accreditation activities, budget monitoring, event planning, and departmental projects.

About The University of New England

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full-time service.
  • 50% tuition reduction if less than 1 year of full-time service.
• Coordinate the daily operations of the Occupational Therapy Program, maintain calendars and schedules, support program leadership, and serve as a primary point of contact for students, faculty, staff, and external partners.
• Process purchasing requests, invoices, and reimbursements; monitor expenditures; and assist with budget tracking and financial reporting.
• Coordinate student onboarding, orientation, course scheduling, and program requirements while maintaining confidential records and communicating important deadlines, resources, and updates.
• Support ACOTE accreditation, program assessment, and institutional reporting by maintaining documentation, tracking student outcomes, compiling data, and preparing reports.
• Maintain accurate electronic and paper records, departmental databases, and reporting systems while ensuring compliance with university policies and procedures.
• Assist with organizing meetings, guest lectures, workshops, continuing education programs, recruitment activities, and student events, including scheduling, logistics, and communications.
• Prepare and distribute correspondence, reports, newsletters, handbooks, and promotional materials; update communication platforms; and respond to inquiries regarding program policies and services.
• Maintain office procedures, coordinate departmental workflows, contribute to committees and special projects, and provide general administrative support as needed.

Qualifications

Associate’s degree in business, administration, education, healthcare administration, or a related field; bachelor’s degree preferred.

• Two to four years of progressively responsible administrative support experience, preferably in higher education or healthcare settings, or a combination of education and experience from which comparable knowledge and skills have been acquired.
• Demonstrated organizational, planning, and project-management skills.
• Strong written, verbal, and interpersonal communication skills.
• Proficiency in Microsoft Office Suite and other office technologies.
• Previous experience in organizing and maintaining a moderately complex filing and record-keepings systems, including relevant experience with computerized information systems.
• Ability to manage multiple priorities while maintaining accuracy and attention to detail.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to work effectively with diverse constituencies and foster positive working relationships.

Preferred Qualifications

• Experience supporting an academic health professions program.
• Knowledge of accreditation processes and program assessment activities.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

This position is not eligible for H-1B visa sponsorship or STEM OPT extension.

Anticipated Pay Range

$20.82 per hour

Posting Number

2022PS1024P

Open Date

10/28/2026

Close Date

Open Until Filled Yes

Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply

Required Documents

• Resume

Optional Documents

• Cover Letter
• Names and contact information for three professional references