Medical Administrative Coordinator

Position Details

Position Information

Position Type:
Professional Staff Faculty Track Position Title Medical Administrative Coordinator Employment Status Full Time Months 12 Campus Both ME Campuses Description

The Medical Administrative Coordinator provides comprehensive administrative and operational support for UNE Student Health Services. This role works closely with the Practice Manager and Medical Director to support clinical and administrative functions, including patient services, reporting, compliance, and departmental operations. The Coordinator plays a key role in maintaining accurate records, supporting quality improvement initiatives, coordinating staff activities, and ensuring efficient day-to-day workflows.

This position also provides cross-coverage for front desk operations and contributes to a collaborative, patient-centered environment. The Medical Administrative Coordinator is expected to work at either the Biddeford or Portland office as needed.

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one‑of‑a‑kind study‑abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands‑on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full‑time service.
  • 50% tuition reduction if less than 1 year of full‑time service.

• Assist the Practice Manager with the development, organization, and maintenance of departmental files and records.
• Manage and prepare satisfaction surveys and other annual and quarterly reports.
• Coordinate tasks associated with Student Health Services staff travel and participation in continuing medical education in accordance with UNE policy.
• Process insurance verifications, prior authorizations, and referrals.
• Maintain and update electronic health records (EHR) with accuracy and confidentiality.
• Assist with onboarding, training, and workflow support for the department.
• Prepare reports, track metrics, and support quality improvement initiatives.
• Provide cross‑coverage for patient service representatives, including greeting visitors, scheduling patients, managing check‑in/check‑out, and handling a variety of patient communications.
• Ensure compliance with HIPAA and organizational policies.
• Manage inventory, order supplies, and serve as the primary contact for vendors.
• Maintain a respectful, solutions‑focused approach when working with colleagues and patients.
• Contribute to a supportive, team‑oriented work environment.
• Perform other duties as assigned.

Associate’s or Bachelor’s degree in liberal arts, business, or a related field, plus three to five years of relevant administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.

• Experience providing advanced administrative support in an academic or medical practice environment is highly desirable, or any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, including Outlook, Excel, and Word.
• Experience with Medicat or other electronic health record (EHR) systems, as well as other computer applications, is preferred.
• Ability to maintain a high level of confidentiality.

Consistent with federal and state law and University…