Administrative Coordinator

Martin's Point Health Care Inc.; Scarborough (ME); On-site; USD 39,000 - 48,000; Full time

Job summary

Martin's Point Health Care Inc. is seeking an Administrative Coordinator to provide high‑level administrative support to the Vice President.

The role includes calendar management, data reporting, and confidential project coordination within a healthcare environment. Responsibilities cover document preparation, travel logistics, meeting support, and cross‑department collaboration to ensure smooth operations and accurate recordkeeping.

Qualifications

• High school diploma or equivalent required.
• Associate degree preferred.
• 4+ years of relevant administrative experience in a business office environment required.
• Experience as a senior level administrative assistant preferred.
• Experience in a health care environment preferred.

Responsibilities

• Interacts with internal and external customers in a courteous and professional manner.
• Produces documents utilizing MS Office software (minutes, reports, presentations, etc.).
• Maintains appropriate databases to ensure ease of information access.
• Completes project assignments including information gathering, reporting, analysis, and filing.
• Provides travel support and coordinates logistics for meetings and conferences.
• Prepares documents and presentations using MS Office and Visio.
• Coordinates appointments and schedules for internal and external activities.
• Answers incoming calls and emails or directs to the appropriate individuals.
• Manages online filing system, office equipment, mail, supplies, and expenses.
• Partners with Support Services and IT on equipment and ergonomic needs.
• Coordinates provider orientation and onboarding with Human Resources.
• Processes provider time off requests and bi-weekly timecards.
• Maintains waiting room monitors and reconciles department credit cards in Concur.
• Attends trainings to enhance job skills and maintain requirements.
• Performs other administrative duties as necessary.

Skills

MS Office

Meeting minutes

Organizational skills

Communication

Customer service

Education

High school diploma

Associate degree

Tools

Visio

Outlook

PowerPoint

Job description

Join Martin's Point Health Care - an innovative, not-for-profit health care organization offering care and coverage to the people of Maine and beyond. As a joined force of \"people caring for people,\" Martin's Point employees are on a mission to transform our health care system while creating a healthier community. Martin's Point employees enjoy an organizational culture of trust and respect, where our values - taking care of ourselves and others, continuous learning, helping each other, and having fun - are brought to life every day. Join us and find out for yourself why Martin's Point has been certified as a \"Great Place to Work\" since 2015.

Position Summary

The Administrative Coordinator provides administrative assistance to the Vice President. Responsibilities include maintaining and coordinating calendars, databases, preparing presentations and reports, basic data analysis, scheduling meetings, handling complex and confidential projects, providing general administrative support with consideration to department priorities. This role is distinguished from the Administrative Assistant position by the focus and reporting relationship to a Vice President or Director, project and/or program coordination, as well as the complexity of work, degree of supervision received, and the level of autonomy.

Job Description Key Outcomes

Interacts with internal and external customers in a courteous and professional manner.

Responsible for producing documents utilizing MS Office software (e.g., meeting minutes, communications, reports, spreadsheets, correspondence, presentations, etc.).

Ensures ease of access of information by maintaining appropriate databases.

Completes project assignments to include gathering information, report generation, spreadsheet compilation and analysis, and maintenance of records and files.

Provides travel support by making airline, hotel and conference reservations, assists with logistical arrangements for local conferences/meetings, site visits and training seminars.

Prepares documents, reports, and presentations using Microsoft Office and Visio software.

Coordinates appointments, meetings, schedules, calendars for internal and external activities.

Answers incoming calls and emails or directs to appropriate individuals.

Shares responsibility for managing and maintaining online filing system, overseeing operation of all office equipment, managing and prioritizing mail, ordering supplies, and managing office expenses.

Partners with Support Services and Information Technology regarding new equipment, phones, ergonomic needs, etc. for new and existing employees.

Partners with Human Resources to coordinate and schedule new provider orientation and onboarding.

Orders and maintains inventory of printed supplies (e.g., business cards, letterhead, envelopes, etc.).

Assists in the coordination of department projects and/or programs.

Processes provider time off requests, as well as weekend and evening call swaps.

Processes provider timecards bi-weekly.

Maintains monitors in waiting rooms and break areas for content.

Tracks receipts and reconciles department credit cards monthly in Concur.

Attends trainings as directed to enhance job skills and maintain requirements.

Performs other administrative duties as necessary.

Education/Experience

• High school diploma or equivalent required.
• Associate degree preferred.
• 4+ years of relevant administrative experience in a business office environment required.
• Experience as a senior level administrative assistant preferred.
• Experience in a health care environment preferred.

Skills/Knowledge/Competencies (Behaviors)

• Demonstrates an understanding of and alignment with mission and values of Martin’s Point.
• Advanced skills in MS Office (including Word, Excel, PowerPoint, Access, Outlook, Publisher, and Visio).
• Proficiency with the Internet and Intranet.
• Ability to take/record/transcribe clear, concise, and accurate meeting minutes.
• Advanced skills in filing both electronic and paper documents.
• Strong organizational skills (i.e., attention to detail, manage multiple, concurrent deadlines while maintaining focus on organizational goals and objectives).
• Ability to take direction from multiple individuals and manage tasks appropriately to meet deadlines.
• Ability to handle confidential and sensitive information in a discreet and professional manner.
• Ability to function independently.
• Takes appropriate initiative while soliciting input/advice appropriately.
• Ability to collaborate with all internal departments and staff with dedication to customer service satisfaction.
• Excellent interpersonal and communication, verbal and written skills.
• There are additional competencies linked to individual contributor, provider, and leadership roles. Please consult with your leader to discuss additional competencies that are relevant to your position.

Pay Range

Pay Range: $28.37 - $35.05 The pay range above reflects the anticipated base pay range based on a full-time position. Actual compensation will be determined based on factors such as experience, skills, qualifications, and other job-related considerations. Employees may also be eligible for additional compensation, including incentive or commission-based programs, where applicable and subject to the terms of the relevant plan.

In addition to base compensation, we offer a comprehensive benefits package including medical, dental, vision, retirement savings with employer contributions, paid time off (including volunteer time off!), pie day, and other employee benefits.

This position is not eligible for immigration sponsorship.

We are an equal opportunity/affirmative action employer. Martin's Point complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail]

Do you have a question about careers at Martin’s Point Health Care? Contact us at: [e-mail]

Martin’s Point Health Care is a progressive, not-for-profit organization providing care and coverage to the people of Maine and beyond. The organization operates six primary care health care centers in Maine and New Hampshire, accepting most major insurance plans. Martin’s Point also administers two health plans: Generations Advantage (Medicare Advantage plans available throughout Maine), and the US Family Health Plan (TRICARE Prime® plan for active-duty and retired military families in Maine, New Hampshire, Vermont, upstate New York, northern and western Pennsylvania, and northeastern and central Ohio). For more information, visit https://careers.martinspoint.org.