Administrative Coordinator

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

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Retirement contributions

Paid time off

Job summary

Martin's Point Health Care in Scarborough, ME, supports in-office operations across Maine centers and a Portsmouth, NH center. The Administrative Coordinator assists the Director of Practice Operations by organizing calendars, preparing reports, and handling confidential projects.

The role involves scheduling meetings, travel logistics, and cross-department collaboration with Human Resources and Support Services. Strong MS Office and data-collection skills are essential.

Qualifications

• High school diploma or equivalent required; an associate degree is preferred.
• 4+ years of relevant administrative experience in a business office environment.
• Experience as a senior administrative assistant and healthcare environment preferred.

Responsibilities

• Maintain and coordinate calendars, databases, and scheduling.
• Prepare presentations and reports; basic data analysis.
• Provide general administrative support and handle confidential projects.
• Coordinate travel arrangements and support local conferences and trainings.
• Assist with onboarding and provider orientation in coordination with HR.
• Order supplies and manage office expenses; oversee filing systems.

Skills

MS Office

Calendar management

Data analysis

Travel coordination

Meeting coordination

Communication

Education

High school diploma or equivalent

Associate degree preferred

Tools

Visio

Microsoft Office Suite

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

This position is expected to support in office needs at the Scarborough, Gorham, Biddeford Maine Healthcare Centers as well as the Portsmouth New Hampshire Healthcare Center.

Job Description

The Administrative Coordinator provides administrative assistance to the Director Practice Operations. 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 Director, project and/or program coordination, as well as the complexity of work, degree of supervision received, and the level of autonomy.

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 Oracle.
• 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.

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]