Administrative Coordinator

Community Care Network; Rutland (VT); On-site; USD 32,222 - 34,825; Full time

Benefits offered by this job

401(k)

401(k) matching

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Vision insurance

Career Training and Development

Job summary

Community Care Network in Rutland, VT is seeking an Administrative Coordinator to support leadership and coordinate internal processes, ensure efficient operations across programs, and serve as contact for staff, providers, individuals served, and partners.

The role requires a high school diploma or GED (associate/bachelor preferred), 3–5 years in healthcare or human services, strong organizational skills, and proficiency with Microsoft Office and EMR systems.

Qualifications

• High School Diploma or GED required; Associate’s or Bachelor’s degree preferred.
• 3–5 years of relevant experience, preferably in healthcare or human services.
• Strong organizational, project coordination, and time management skills.
• Proficiency with Microsoft Office; experience with EMR systems preferred.
• Ability to handle confidential information under HIPAA standards.

Responsibilities

• Provide administrative support to programs and leadership.
• Prepare correspondence, reports, meeting agendas, minutes, and documents.
• Maintain electronic systems in line with agency and regulatory requirements.
• Coordinate calendars, meetings, trainings, and interviews.
• Assist with onboarding logistics for new staff and contracted providers.
• Support Medicaid, state, and agency compliance documentation.
• Maintain spreadsheets, databases, and monthly/quarterly/annual reports.

Skills

Organizational skills

Project coordination

Time management

Data interpretation

Microsoft Office

Excel

Word

PowerPoint

EMR systems

Communication

HIPAA awareness

Education

Associate’s degree

Bachelor’s degree

Business Administration

Healthcare Administration

Human Services

Tools

Microsoft Office Suite

Job description

Community Care Network is looking for an Administrative Coordinator to join our team!

Community Care Network is comprised of Rutland Mental Health Services and Rutland Community Programs. Our mission is to enhance the well‑being of our communities, individuals and families through a responsive, innovative and collaborative human service

About the Role:

The Administrative Coordinator provides administrative, operational, and program support to ensure the efficient functioning of programs. This position supports leadership, helps coordinate internal processes, assists with scheduling and communication, and serves as a point of contact for staff, providers, individuals served, and community partners.

Responsibilities:

• Administrative Support
• Provide administrative support to programs and the leadership team.
• Prepare correspondence, reports, meeting agendas, minutes, and other department documents.
• Maintain organized electronic systems in accordance with agency and regulatory requirements.
• Assist with tracking deadlines, assignments, and department projects.
• Coordinate office operations and support day-to-day administrative needs of the department.
• Scheduling and Coordination
• Schedule meetings, trainings, interviews, and department events.
• Coordinate calendars for leadership and department meetings.
• Assist with onboarding logistics for new staff and contracted providers.
• Support communication and coordination between programs, departments, and external partners.
• Compliance and Documentation
• Assist with maintaining documentation related to Medicaid, State, and agency compliance requirements.
• Help prepare materials for audits, reviews, and monitoring activities.
• Provider and Staff Support
• Serve as a point of contact for community partners regarding administrative processes.
• Assist with processing paperwork related to contracted supports, billing, provider records, and other operations.
• Support staff with navigating administrative systems and procedures.
• Help ensure consistent communication regarding department processes and expectations.
• Demonstrate advanced proficiency in the agency’s electronic medical record system including providing administrative support to program areas within the system.
• Offer recommendations and support to improve documentation workflows, efficiency, and overall data accuracy.
• Data Tracking and Reporting
• Maintain spreadsheets, tracking systems, and departmental databases.
• Compile data and assist with preparing monthly, quarterly, and annual reports.
• Monitor administrative workflows and identify opportunities for improved efficiency and organization.
• General Responsibilities
• Maintain confidentiality in accordance with HIPAA and agency standards.
• Participate in department meetings, trainings, and quality improvement activities.
• Perform other related duties as assigned.

Qualifications:

• High School Diploma or GED required; Associate’s or Bachelor’s degree in Business Administration, Healthcare Administration, Human Services, or related field preferred.
• Minimum of 3–5 years of relevant experience required, preferably in healthcare, developmental services, behavioral health, or human services.
• Strong organizational, project coordination, and time management skills with the ability to manage multiple priorities and deadlines.
• Demonstrated analytical and problem-solving skills with attention to detail and accuracy.
• Advanced proficiency in Microsoft Office Suite, particularly Excel, Word, and PowerPoint.
• Experience working within electronic medical record systems preferred.
• Ability to collect, organize, and interpret data for reporting and quality improvement purposes.
• Strong written and verbal communication skills, including preparation of meeting minutes, reports, and professional correspondence.
• Ability to work independently while collaborating effectively with leadership, staff, and external stakeholders.
• Demonstrated ability to maintain confidentiality and manage sensitive information in accordance with HIPAA and agency standards.
• Must have a valid driver’s license, reliable transportation, and personal automobile liability insurance coverage at or above levels mandated by the State of Vermont.
• Successful completion of a criminal history background check after hire.
• Competitive pay $23.39 - $25.28/Hour (compensation is typically dependent upon experience)
• 401(k)
• 401(k) matching
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance
• Career Training and Development
• Collaborative and engaging team meetings with supervision

Our work is guided by our core valuesof Trust, Accountability, Respect, Cultural Competence, Person-Centered, and Continuous LearningandGrowth.

CCN is an Equal Opportunity Employer.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.