Administrative Coordinator, Physical Therapy

University of New England; Biddeford (ME); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health and dental plans

Retirement plan match

Tuition benefits

Job summary

The University of New England seeks an Administrative Coordinator to provide essential support for the Physical Therapy Program in the Westbrook College of Health Professions. You will assist faculty and students, handle program events, communications, records, and day-to-day office operations at UNE's Portland campus.

As a full-time staff member, you will manage calendars, coordinate logistics, and collaborate with multiple offices to ensure smooth program functioning and ongoing outreach, with

Qualifications

• Associate's degree in business or related field; 2–3 years of clerical/administrative experience.
• General clerical skills: typing, filing, phone/office reception.
• Strong reading, spelling/grammar and general writing abilities.
• Ability to work with diverse University personnel and outside contacts.

Responsibilities

• Manage daily administrative operations for the Physical Therapy Department.
• Coordinate events, room reservations, catering, and logistics.
• Maintain office supplies and equipment; manage calendars and meeting logistics.
• Assist with onboarding adjunct faculty and HR paperwork.
• Support communications, records, budgeting, and data entry.

Skills

Typing

Filing

Phone reception

Organizational skills

Reading & writing

Education

Associate's Degree in business or related field

Job description

The Administrative Coordinator provides administrative and operational support to the Physical Therapy Program within the Westbrook College of Health Professions, including faculty and student support, program events, communications, records, financial processes, and day-to-day office operations.

Position Details

• Position Type: Professional Staff
• Employment Status: Full Time
• Months: 12
• Campus: Portland, ME

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 hand‑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

Responsibilities

Program & Office Operations

• Manage daily administrative operations for the Physical Therapy Department.
• Maintain office supplies and inventory and coordinate maintenance of office equipment as needed.
• Serve as the primary administrative contact for students, staff, faculty, vendors, alumni and other departments.
• Plan and execute program‑related events.
  • Including but not limited to room reservations, catering, facilities work orders, IT tickets, materials and general logistics.
• Prepare and format correspondence, reports, instructional materials, and program documents.
• Perform specialized administrative or project related tasks as needed.
• Complete other duties as assigned to support the Physical Therapy Program.
• Identify workflow challenges and provide recommendations to improve administrative processes.
• Support alumni engagement efforts through coordination of communications, events, and outreach activities.

Faculty & Program Support

• Provide ongoing administrative support to faculty members.
• Manage calendars, schedule meetings and rooms and book travel arrangements.
• Assist with faculty advising and program documentation processes and procedures.
• Coordinate program‑related projects by tracking timelines, organizing tasks, and supporting timely completion of deliverables.
• Schedule department meetings, and manage agendas and meeting notes.
• Coordinate communications and information sharing across faculty and programs.
• Facilitate end‑to‑end administrative and HR onboarding for adjunct faculty, ensuring accurate, timely completion of required hiring paperwork, credential verification, and departmental documentation.

Communication & Liaison Responsibilities

• Respond to inquiries from students, faculty, professional staff, alumni and other departments.
• Explain program and University policies and procedures in a clear and professional manner.
• Coordinate services and resolve routine issues, escalating complex matters as appropriate.
• Collaborate regularly with faculty, University offices, and external partners to support program needs.
• Provide guidance to faculty and staff on administrative processes and procedures. Committed to actively fostering a welcoming culture of belonging and inclusion.

Data & Information Management

• Organize and maintain various departmental files and records, frequently involving cross filing and cross‑referencing of systems.
• Maintain databases, logs, and tracking systems to support program operations and ensure data accuracy. Maintain information systems including but not limited to (budget, enrollment, alumni, travel, expenses)
• Compile and organize data to support reporting needs. Ensure information is accurate, accessible, and maintained in compliance with University standards.

Financial & Administrative Processing

• Initiate, monitor and process financial and administrative documents and forms related to program operations by monitoring expenditures, preparing and submitting journal entries, assisting with budgeting, and ensuring accuracy and integrity of financial records.
• Compile financial and operational data for reports and supervisor review.
• Monthly p‑card reconciliation
• Other related duties as assigned.

Qualifications

• Associate's Degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.
• Broad base of general clerical skills, including typing/word processing, filing, phone/office reception, and so forth.
• Good basic administrative and organizational skills. Experience in organizing and maintaining a moderately complex filing and records systems. Good reading, spelling/grammar and general writing and math skills.
• Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals/organizations.

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.