ICT Administrative Assistant

Mount Desert Island Hospital•Southwest Harbor, ME

1d•Onsite

About The Position

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.

Requirements

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

Nice To Haves

post-secondary coursework or certification in office administration, healthcare administration, or a related field
Prior administrative assistant, medical office, or healthcare support experience
Experience with scheduling, data entry, reporting support, and general office coordination
Knowledge of medical terminology, referral workflows, and healthcare administrative processes

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.