Administrative Scheduling Coordinator

Catholic Charities Maine; Portland (ME); On-site; USD 32,787,000 - 74,776,000; Full time

Benefits offered by this job

Earned time: 5 weeks

Paid agency holidays (6)

Medical plans (3 options)

Dental & Vision insurance

401(k) agency contribution

Life & Long-Term Disability insurance

Wellness reimbursement

Employee Assistance Program

Voluntary accident & critical illness

Bereavement leave

Job summary

Catholic Charities Maine in Portland, ME is seeking an Administrative Scheduling Coordinator for our Behavioral Health Network. This full-time role ensures accurate scheduling of outpatient services, manages check-in, demographics and insurance verification, and coordinates among clients, clinicians, referral sources, and leadership.

The candidate will work with scheduling systems and EHRs, maintain confidential information per HIPAA, and use Microsoft Office and Teams to support daily

Qualifications

• High school diploma or GED required; associate degree preferred.
• Minimum 3 years in administrative, scheduling or behavioral health roles.
• Experience handling confidential health information per HIPAA/privacy rules.
• Proficient with EHRs, scheduling systems, MS Office, Teams, email.

Responsibilities

• Schedule outpatient services accurately and efficiently.
• Handle check-in, demographics, and insurance verification.
• Coordinate among clients, clinicians, referral sources, and leadership.
• Maintain up-to-date client and schedule information.

Skills

HIPAA/privacy adherence

Client-access experience

Administrative coordination

Scheduling proficiency

Check-in processes

Demographics handling

Insurance verification

Microsoft Office

Microsoft Teams

Email management

EHR proficiency

Scheduling systems

Education

High school diploma or GED

Associate degree in related field preferred

Tools

EHR systems

Scheduling software

Microsoft Office

Microsoft Teams

Email

Administrative technology

Job description

Job Details: Job Location: Portland, ME 04101, Position Type: Full Time, Salary Range: $23.00 - $26.00 Hourly, Travel Percentage: None, Job Shift: Day, Catholic Charities Maine in Portland has a Full-Time opening for an Administrative Scheduling Coordinator for our Behavioral Health Network.

The Administrative Scheduling Coordinator is a skilled administrative and client-access professional responsible for accurate, efficient scheduling of outpatient services, facilitating timely access to care, and maintaining accurate schedule and client information. The role handles check-in, demographic and insurance confirmation, and provider notification, and serves as the central point of coordination among clients, clinicians, referral sources, and leadership.

Benefits Include:

• Five (5) Weeks of Earned Time in your first year
• Six (6) Paid Agency Holidays
• Comprehensive Medical Plans - choose from 3 options
• Dental & Vision Insurance Options
• 401(k) Agency Contribution
• Employer-Paid Life and Long-Term Disability Insurance
• Wellness Reimbursement (up to $100/year) + coaching & wellness support
• Employee Assistance Program (EAP)
• Voluntary Accident & Critical Illness Insurance with Health Screening Benefit
• Bereavement Leave

Pay Rate: $23 - $26 per hour

Qualifications:

• High school diploma or GED required. An associate degree in healthcare administration, business, human services, or a related field is preferred.
• Minimum 3 years of progressively responsible experience in administrative, scheduling, client-access, medical-office, professional services setting, or behavioral health roles
• Experience maintaining confidential health information and following HIPAA/privacy requirements
• Proficiency with electronic health records (EHRs), scheduling systems, Microsoft Office, Microsoft Teams, email, and standard administrative technology