Shared Living Administrative Coordinator

Nature of Work: The Shared Living Administrative Coordinator is responsible for overseeing and executing the administrative functions of the Shared Living program, providing direct support to coordinators while ensuring the delivery of high-quality, person-centered services. This role promotes independence, community integration, and dignity for individuals with intellectual and developmental disabilities (IDD) through effective coordination, communication, and operational oversight. The position supports program growth and expansion by identifying opportunities to increase referrals, capacity, and service offerings, while building and maintaining strong relationships with families, guardians, case managers, and community partners. The Administrative Coordinator monitors program performance, tracks key metrics, identifies service gaps, and implements continuous improvements to enhance overall program quality and effectiveness.

Essential Functions:

• Perform all administrative functions supporting coordinators.
• Ensure quality, person-centered services.
• Drive program growth and expansion. Identify and pursue opportunities to increase referrals, capacity, and services.
• Build relationships with families, guardians, and providers. Maintain strong communication with guardians, case managers, and community partners.
• Track key metrics, identify gaps, and implement improvements.

• Maintain open communication with families, guardians, and individuals receiving services to ensure satisfaction and responsiveness.
• Collaborate with internal departments including HR, Finance, Quality Assurance, and IT.
• Represent the organization in community and stakeholder meetings related to employment and technology services.

• Ensure documentation, data entry, and billing practices meet all requirements.
• Lead internal audits and support external audits related to services under their purview.
• Identify trends and recommend improvements to support quality and efficiency.

• Ability to work flexible hours, including occasional evenings or weekends, based on agency needs.
• Travel between agency locations as necessary.
• Commitment to confidentiality and ethical standards.

Physical Requirements/Work Environment:

• This position operates in both a professional office environment and program site settings.
• Regularly required to sit, stand, walk, use hands to operate office equipment, and talk or hear in person and via phone or video conferencing.
• May occasionally be required to lift up to 35 pounds (e.g., supplies, documents, equipment).
• Must be able to travel independently between agency locations and to community meetings or events.
• May require occasional evening or weekend hours depending on agency needs.
• Must be able to remain flexible and responsive to unplanned situations.

Qualifications:

• High school diploma or equivalent.
• Minimum of one (1) year of administrative, receptionist, or customer service experience required.
• Experience in human services, healthcare, or nonprofit settings preferred.
• Experience supporting or working with individuals with intellectual and/or developmental disabilities strongly preferred, including professional, volunteer, or personal/lived experience
• Excellent written and verbal communication skills, including the ability to communicate effectively with stakeholders at all levels.
• High proficiency in Microsoft Office applications and comfort with data systems and electronic documentation platforms.
• Valid and insurable Maine driver’s license required.
• Ability to pass required background checks, to include: Adult/Child Protective Services; criminal history; OIG Exclusion list; National Sex Offender Registry; Bureau of Motor Vehicles record; and Maine CNA Registry.

Physical Requirements/Work Environment:

• This position operates in both a professional office environment and program site settings.
• Regularly required to sit, stand, walk, use hands to operate office equipment, and talk or hear in person and via phone or video conferencing.
• May occasionally be required to lift up to 35 pounds (e.g., supplies, documents, equipment).
• Must be able to travel independently between agency locations and to community meetings or events.
• May require occasional evening or weekend hours depending on agency needs.
• Must be able to remain flexible and responsive to unplanned situations.

Qualifications:

• High school diploma or equivalent.
• Minimum of one (1) year of administrative, receptionist, or customer service experience required.
• Experience in human services, healthcare, or nonprofit settings preferred.
• Experience supporting or working with individuals with intellectual and/or developmental disabilities strongly preferred, including professional, volunteer, or personal/lived experience
• Excellent written and verbal communication skills, including the ability to communicate effectively with stakeholders at all levels.
• High proficiency in Microsoft Office applications and comfort with data systems and electronic documentation platforms.
• Valid and insurable Maine driver’s license required.
• Ability to pass required background checks, to include: Adult/Child Protective Services; criminal history; OIG Exclusion list; National Sex Offender Registry; Bureau of Motor Vehicles record; and Maine CNA Registry.

Be the engine behind life-changing support. As a Shared Living Administrative Coordinator, you’ll play a vital role in helping individuals with intellectual and developmental disabilities live more independent, connected, and fulfilling lives. You’ll keep the program running smoothly behind the scenes while partnering with coordinators, families, and community providers to ensure services are truly person-centered. From strengthening relationships and improving processes to driving program growth and quality, your work will directly shape better outcomes for the people we serve. If you’re organized, collaborative, and motivated by meaningful work, this is your chance to make a difference every day.