Administrative Specialist II

MaineHealth Accountable Care Organization; Portland (ME); On-site; USD 29,000 - 37,000; Full time

Benefits offered by this job

Paid parental leave

Flexible work options

Student loan assistance

Professional development opportunities

Well-being resources

Job summary

MaineHealth in Portland, ME is seeking an Administrative Specialist II to support daily operations across seven hospital units. You will coordinate administrative activities, onboarding, scheduling, and compliance efforts, partnering with nursing leadership to keep operations running smoothly.

The ideal candidate has at least three years of administrative experience and Advanced Microsoft Office skills. This full-time role offers strong onboarding, competitive benefits, and a collaborative

Qualifications

• Three years of experience in an administrative support role.

Responsibilities

• Coordinate daily administrative and operational activities across seven hospital units
• Manage department supplies, inventory, and ordering processes
• Schedule meetings, maintain Outlook calendars, and support staffing processes
• Assist with onboarding, employee file management, and system access requests
• Maintain communication resources, staff contact lists, and distribution groups
• Track and organize regulatory, compliance, and accreditation-related documentation

Skills

Advanced Microsoft Office

Education

High School diploma or GED

Job description

Location: Portland, ME

Schedule: Full Time

Job Category: Clerical/Administrative Support

Req #: 92480

Date Posted: Sep 21, 2026

Full-Time | 40 Hours/Week | Monday-Friday

Preferred Start Time: Between 5:00 AM - 7:00 AM

Supports Seven Hospital Units Across Five Nursing Directors

If you're an organized, detail-oriented professional who enjoys variety, collaboration, and being the person who keeps everything running smoothly, this could be the perfect opportunity for you. As an Administrative Specialist II, you'll serve as a key partner to nursing leadership, helping support daily operations across multiple hospital units. From coordinating administrative activities to supporting onboarding, scheduling, and compliance efforts, your work will help teams stay focused on what matters most: delivering exceptional patient care.

Key Responsibilities

• Coordinate daily administrative and operational activities across seven hospital units
• Manage department supplies, inventory, and ordering processes
• Schedule meetings, maintain Outlook calendars, and support staffing processes
• Assist with onboarding, employee file management, and system access requests
• Maintain communication resources, staff contact lists, and distribution groups
• Track and organize regulatory, compliance, and accreditation-related documentation

This role requires exceptional organizational skills, strong attention to detail, and the ability to balance multiple priorities while supporting several leaders and departments. The ideal candidate is proactive, adaptable, and comfortable working in a fast-paced healthcare environment where priorities can shift throughout the day.

Why Join This Team?

You’ll become part of a highly collaborative nursing leadership team that values partnership, communication, and mutual support. Although you’ll work with multiple departments and leaders, you’ll find a consistent, team-oriented environment where leaders are committed to helping one another succeed and investing in the success of their staff.

This is an excellent opportunity for someone who enjoys meaningful work behind the scenes, takes pride in keeping operations running smoothly, and wants to make a direct impact on the teams that care for our patients every day. You’ll receive strong onboarding support, opportunities to build your professional skills, and the chance to become an integral member of a dedicated healthcare team.

Required Minimum Knowledge, Skills, and Abilities (KSAs)

• Education: High School diploma or GED preferred.
• License/Certifications: N/A
• Experience: Three years of experience in an administrative support role required.
• Additional Skills/Requirements Required: Advanced Microsoft Office skills.
• Additional Skills/Requirements Preferred: N/A

Additional Information

MaineHealth is committed to fostering a supportive, inclusive environment where care team members can thrive while making a meaningful impact in the communities we serve across Maine and New Hampshire. We offer competitive benefits including paid parental leave, flexible work options, student loan assistance, professional development opportunities, and well-being resources—so you can grow your career while feeling supported both personally and professionally.

We recognize the value each team member brings to our organization.Any offer of employmentwill depend onqualificationssuch asskills, relevant experience, education, certifications,and otherjob-relatedfactors. Thebase rangeis an estimate and does notreflect the full valueofourtotal compensationpackage.

The pay range for this position is $21.09to $27.12 per hour.

Compensation for part-time positions isdeterminedon a prorated basis consistent with the scheduled hours and applicable full-time equivalent (FTE).

In addition to base pay, MaineHealth offerscomprehensivebenefits, recognition programs, career growth opportunities, and,where applicable,shiftdifferentials or other incentives.

MaineHealth will never request financial information during the interview or pre-hiring process. All legitimate communications will come from an email address ending in @mainehealth.org. If you suspect fraudulent activity, please report it immediately to [emailprotected] .

Notice Regarding Maine Employer Surveillance Statute: Pursuant to Maine's Employer Surveillance Statute, prospective care team members are notified that MaineHealth may monitor, collect, record, review, or retain information related to the use of its systems, networks, applications, files, data, communications platforms (including notified recordings), smart badges, building access, company vehicle GPS data, business calls, and workplace security cameras.

Information collected may be used for legitimate business purposes, including security, safety, compliance, investigations, training, quality assurance, and operational management.

MaineHealth policy requires all care team members to be vaccinated, including for influenza, subject to eligibility for medical or religious exemptions which can only be granted in compliance with applicable law.

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