Clinical Administrative Assistant

KidsPeace; Ellsworth (ME); On-site; USD 42,000 - 52,000; Full time

Job summary

KidsPeace is seeking a highly organized Clinical Administrative Assistant to support the Director of Interdisciplinary Services and the interdisciplinary team in a fast-paced healthcare setting.

You will handle calendar management, scheduling, correspondence, and document preparation, while coordinating meetings and maintaining clinical records. A key focus is confidentiality and professional service to children and families.

Qualifications

• 3–5 years of administrative, records management, or audit experience required.
• Strong computer proficiency, including Microsoft Office applications.
• Excellent verbal and written communication skills.
• Exceptional organizational, multitasking, and interpersonal skills.

Responsibilities

• Provide administrative support including calendar management, scheduling, correspondence, filing, and document preparation.
• Coordinate meetings, prepare agendas and materials, record meeting minutes, and complete follow-up tasks.
• Assist with Interdisciplinary Treatment Team (ITT) documentation, including gathering recommendations, preparing meeting minutes, and maintaining clinical records.
• Support departmental reporting, special projects, and communication across interdisciplinary teams.
• Maintain organized child and family services common areas and ensure office supplies and materials are stocked.
• Process purchase orders and coordinate records storage and destruction with approved vendors in accordance with KidsPeace policies.
• Serve as the department's receptionist by answering phones, greeting visitors, and providing excellent customer service.
• Maintain confidentiality while handling sensitive health information and records.

Skills

Administrative support

Microsoft Office

Communication

Organizational skills

Interdisciplinary teamwork

Education

Higher Education Preferred

Tools

Microsoft Office

Job description

Join the KidsPeace Team!

KidsPeace is seeking a highly organized, detail-oriented Clinical Administrative Assistant to provide administrative, clerical, and office management support to the Director of Interdisciplinary Services and the interdisciplinary team. The successful candidate will thrive in a fast-paced, collaborative healthcare setting and be passionate about supporting related services, interdisciplinary collaboration, and the delivery of high-quality care for children and families.

What You'll Do

• Provide administrative support including calendar management, scheduling, correspondence, filing, and document preparation.
• Coordinate meetings, prepare agendas and materials, record meeting minutes, and complete follow-up tasks.
• Assist with Interdisciplinary Treatment Team (ITT) documentation, including gathering recommendations, preparing meeting minutes, and maintaining clinical records.
• Support departmental reporting, special projects, and communication across interdisciplinary teams.
• Maintain organized child and family services common areas and ensure office supplies and materials are stocked.
• Process purchase orders and coordinate records storage and destruction with approved vendors in accordance with KidsPeace policies.
• Serve as the department's receptionist by answering phones, greeting visitors, and providing excellent customer service.
• Maintain confidentiality while handling sensitive health information and records.

Qualifications

• Higher Education Preferred.
• 3–5 years of administrative, records management, or audit experience required.
• Strong computer proficiency, including Microsoft Office applications.
• Excellent verbal and written communication skills.
• Exceptional organizational, multitasking, and interpersonal skills.
• Ability to work independently while collaborating effectively with multiple departments.