ICT Administrative Assistant

Mount Desert Island Hospital; Southwest Harbor (ME); On-site; USD 38,000 - 48,000; Full time

Job summary

Mount Desert Island Hospital in Bar Harbor, ME, seeks an ICT Administrative Assistant to provide administrative, clerical, and coordination support to the Integrated Care Team. This role ensures efficient daily operations, timely communications, and accurate reporting across programs such as Care Management, Diabetes, Palliative Care, and Community Paramedicine.

Candidates should have a high school diploma, healthcare office experience, strong organization, and the ability to handle confidential

Qualifications

• High school diploma required; healthcare office experience preferred.
• Experience with scheduling, data entry, reporting, and general office coordination.
• Ability to obtain and maintain Basic Life Support qualifications.

Responsibilities

• Coordinate patient scheduling, reminder calls, appointment follow-up, and class/visit logistics for supported programs.
• Provide telephone and voicemail coverage, route calls appropriately, and respond to routine inquiries professionally.
• 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 policies and confidentiality.
• Collaborate with clinical and administrative staff to support workflow continuity across programs.
• Cross-train in designated workflows to provide backup support for critical administrative functions.
• Perform other related duties as assigned to support department goals.

Skills

Organizational skills

Communication skills

Team collaboration

Confidentiality

Customer service

Education

High school diploma

Basic Life Support certification

Tools

Microsoft Office

Electronic Health Records (EHR) systems

Scheduling software

Job description

Description

About MDI Hospital

Rooted in Community. Inspired by Care.

Mount Desert Island Hospital isn’t just a place where care is delivered — it’s where care begins, where it grows, and where it connects us all. Located in the heart of Bar Harbor, surrounded by the rugged beauty of Acadia National Park, MDI Hospital is deeply woven into the fabric of island life. We’re not just serving a community — we are the community.

A Place Where You Belong.

At MDI Hospital, every team member is more than a healthcare professional — they’re a neighbor, a friend, a familiar face in the grocery store or on the hiking trail. We believe that healing happens best when people feel seen, supported, and valued. That’s why we foster a workplace where everyone belongs, where voices are heard, and where your contributions truly matter.

Small Town Heart, Big Impact.

Though we serve a small, close‑-knit population, our reach is wide and our impact deep. We offer a full spectrum of care — from family medicine and behavioral health to emergency services and specialty care — all grounded in compassion and clinical excellence. Our partnerships with organizations like Penn Medicine and the MDI Biological Laboratory help us bring world‑class resources to our rural setting.

A Culture of Connection.

We believe that wellness is a shared journey. Whether it’s through community wellness programs, school‑based health initiatives, or simply taking the time to listen, we’re here to walk alongside our patients and each other. Our team is collaborative, mission‑driven, and always ready to lend a hand — or an ear.

Come Grow With Us.

Working at MDI Hospital means being part of something bigger than yourself. It means joining a team that values your well‑being, supports your growth, and celebrates your unique strengths. Whether you’re new to the island or have called it home for years, you’ll find a place here — not just to work, but to belong.

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 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.

Requirements

Major Responsibility Areas for this position (All are Essential Functions):

• 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.