ICT Administrative Assistant

Mount Desert Island Hospital; Maine; On-site; USD 35,000 - 50,000; Full time

Benefits offered by this job

Competitive salary

Robust medical/dental/vision insurance

Generous tuition reimbursement

Ample paid time off

Job summary

Mount Desert Island Hospital is seeking an ICT Administrative Assistant to provide crucial administrative support to the Integrated Care Team in Maine. This role ensures efficient daily operations, timely communication, and accurate reporting across key programs, allowing the team to maintain focus on patient care.

The ideal candidate will handle scheduling, manage office logistics, and support program coordination, contributing to improved patient flow and reduced administrative burden.

Qualifications

• Prior administrative assistant, medical office, or healthcare support experience preferred.
• Experience with reporting support and general office coordination strongly preferred.
• Ability to obtain and maintain Basic Life Support qualifications.

Responsibilities

• Coordinate patient scheduling and follow-up.
• Provide telephone and voicemail coverage.
• Prepare and maintain calendars and documentation.
• Support quality and operational reports as assigned.
• Manage department mail and supply inventory.

Skills

Proficiency with Microsoft Office applications

Scheduling and data entry

Attention to detail

Interpersonal communication

Ability to maintain confidentiality

Education

High school diploma or equivalent

Post-secondary coursework in office or healthcare administration

Job description

Summary

The ICT Administrative Assistant provides administrative, clerical, and coordination support to the Integrated Care Team and related programs. This role helps ensure efficient daily operations, timely patient and staff communication, accurate reporting support, and continuity across key workflows so the team can focus on direct patient care and high‑value program work. This position supports recurring administrative functions across Integrated Care programs, including Care Management, Diabetes, Anti‑coagulation, Speech Pathology, Palliative Care, and Community Paramedicine. The ICT Administrative Assistant serves as a central point of support for scheduling, communication, meeting minutes, reporting assistance, and office coordination.

The role is designed to improve patient flow, track readmissions, reduce administrative burden on clinical and leadership staff, support quality and access goals, and provide dependable operational support for growing integrated care services.

Benefits

MDI Hospital and Birch Bay Retirement Village offer a competitive salary, robust medical/dental/vision/life insurance, identity theft protection program, matching retirement plan, ample paid time off, a comprehensive award‑winning wellness program with reimbursement incentives, generous tuition reimbursement, and continuing education benefits. Some positions may qualify for a sign‑on bonus and relocation assistance.

EEO Statement

MDI Hospital and Birch Bay Retirement Village provide equal employment opportunities to all employees and applicants for employment in all job classifications without regard to race, color, religion, age, mental disability, physical disability, medical condition, gender, sexual orientation, genetic information, ancestry, marital status, national origin, veteran status, and other classifications protected by applicable state and local non‑discrimination laws.

Responsibilities

• Coordinate patient scheduling, reminder calls, appointment follow‑up, and class or visit logistics for supported programs.
• Provide telephone and voicemail coverage, route calls appropriately, and respond to routine inquiries in a professional and timely manner.
• Prepare, organize, and maintain calendars, meeting materials, shared documentation, and general correspondence for the team.
• Support daily, weekly, or monthly reports and data tracking activities, including quality and operational reports as assigned.
• Assist with schedule coordination, call‑out communication, and coverage planning.
• Manage department mail, faxes, supply inventory, and ordering to support efficient office operations.
• Maintain accurate records, files, and program documentation in accordance with organizational policies and confidentiality requirements.
• Collaborate with clinical and administrative staff to support workflow consistency and continuity across programs.
• Cross‑train in designated workflows to provide backup support for critical administrative functions, including ICT coordination coverage as assigned.
• Perform other related duties as assigned to support department goals.

Education, Training or Certifications Required

• High school diploma or equivalent required; post‑secondary coursework or certification in office administration, healthcare administration, or a related field preferred.
• Prior administrative assistant, medical office, or healthcare support experience preferred.
• Experience with scheduling, data entry, reporting support, and general office coordination strongly preferred.
• Ability to obtain and maintain Basic Life Support qualifications.
• Ability to maintain confidentiality and handle sensitive information with discretion.

Experience Required

• Proficiency with Microsoft Office applications and the ability to learn department and electronic health record systems.
• Knowledge of medical terminology, referral workflows, and healthcare administrative processes preferred.

Special Requirements

• Strong clinical judgment and decision‑making skills.
• Excellent interpersonal and communication skills.
• Ability to work collaboratively as part of a healthcare team.

Cognitive Requirements

• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Attention to detail, reliability, sound judgment, and the ability to work independently and collaboratively.
• Commitment to confidentiality, professionalism, and compliance with organizational policies.
• Effective written and verbal communication skills and a professional customer service approach.

Physical Demands

The position may require prolonged sitting, occasional standing or walking, and the ability to lift or move routine office materials and supplies up to 25–30 pounds.

Environment

This role is primarily performed in an office and healthcare environment with frequent computer, telephone, and general administrative work.

Additional Information

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position.