Administrative Specialist CL2

University of Maine System•Farmington, ME

13d•$20

About The Position

The University of Maine at Farmington (UMF) seeks a detail-oriented Administrative Specialist for the Merrill Student Center. While this position provided broad administrative support, you will play a specialized role in supporting our Veteran students, handling the high-stakes logistics of Graduation, and facilitating Student Re-Entry. The starting rate is $19.61 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit.

Requirements

High-Stakes Accuracy: A proven track record of maintaining accuracy in University and public-facing data entry, ensuring that critical documents (transcripts, diplomas, and federal reports) are error-free.
Regulatory Compliance: The ability to interpret and apply federal and university regulations (such as VA Chapter benefits and FERPA privacy laws).
Technology: Demonstrated proficiency with student information systems and digital platforms (experience with PeopleSoft/MaineStreet, Parchment, or VA Enrollment Manager is highly valued).
Problem Solving: Approaches logistical challenges with a solution-oriented mindset, identifying effective resolutions for student registration or benefit issues.
Customer Service: Provide exemplary, empathetic service to a diverse population, which includes all stakeholders (i.e. veterans, students, staff, and families).
High School diploma or equivalent.
Sufficient experience, including two (2) years administrative support experience.

Nice To Haves

Experience as a School Certifying Official (SCO) or familiarity with the VA education benefits (Chapter 33, 35, etc.).
Experience in higher education, specifically within a Registrar, Financial Aid, or Student Services setting.
We highly value the organization rigor found in military administrative roles. Candidates with experience as a Yeoman (YN), Personnel Specialist (PS), Admin Specialist (0111), or Human Resources Specialist (42A) are strongly encouraged to apply. Additionally, veterans who have successfully navigated the VA education benefit system as students are uniquely qualified to support our veteran population and are invited to apply.

Responsibilities

Veteran Services (SCO): Serve as the School Certifying Official (SCO) for the University, assisting students with the VA benefit applications, verifying enrollment via the VA Enrollment Manager system, and ensuring strict compliance with federal reporting and audit requirements.
Graduation & Commencement: Organize the graduation application lifecycle, track degree audits with faculty advisors, and ensure data accuracy for the printed Graduation Program and ceremonial reader cards.
Diploma Logistics: Coordinate the digital credential platforms (such as Parchment) for diploma distribution and verify financial holds prior to release.
Student Re-Entry & Records: Process student readmission workflows, coordinate approvals with academic departments and facilitate term activations and registration appointments in the Student Information System (MaineStreet).
Financial Stewardship: Monitor office budgets, prepare purchasing requisitions and handle sensitive financial data regarding VA benefit stipends and student accounts.
Communication & Policy: Explain established academic and federal policies to students, staff, and the public, providing clear and empathetic guidance on non-routine issues.