Administrative Specialist CL2

University of Maine System • Orono, ME

8d • Onsite

About The Position

This is a full-time, regular position working 40 hours per week for a 10-month work year (August 1st through May 31st). The normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. The position pays $20.39/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement. The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live.

Requirements

• High school diploma or equivalent (G.E.D.) AND sufficient experience, including two years administrative support experience.
• Prior experiencing with budgeting, finances or cash management.
• Excellent customer service skills and experience working in a fast-paced environment
• Professional phone skills and interpersonal communication skills
• Able to maintain confidentiality and possess excellent judgement and character
• Computer skills with spreadsheet experience and web-based software experience
• Ability to work independently and multitask while supporting multiple offices throughout the building.
• Flexibility for occasional nights and weekend work

Nice To Haves

• Experience working at an institution of higher education especially work performed with student interaction.
• Previous experience with University software specific to purchasing and budget management
• Familiarity with human resource processes and practice

Responsibilities

• Serves as the primary point of contact for the Dean’s Office by screening calls and welcoming visitors.
• Represents the Dean’s Office through high-level verbal and written communications, addressing non-routine questions and sensitive constituent issues.
• Handles complex and escalated student or constituent requests that require a comprehensive understanding of University policies, procedures, and rules.
• Maintains the daily operations of the Dean’s office suite to ensure the smooth functioning of all administrative areas.
• Coordinates room reservations for all Memorial Union meeting rooms, conference spaces, and outdoor areas such as the mall, patio, and MLK plaza.
• Manages comprehensive meeting and event logistics for the Dean’s Office, ranging from internal staff sessions to division-wide community events.
• Supervises student employment for Student Life, including hiring, training, scheduling, and approving payroll.
• Facilitates purchasing and travel arrangements for department staff, including Concur reporting for E&G and grant-related accounts.
• Supports the Dean in analyzing and preparing budget spreadsheets, researching expenditures, and developing departmental budget recommendations.
• Prepares reports, presentations, and data summaries for the Dean’s Office, encompassing both routine and non-routine information.
• Assists staff and students with the operation of office equipment, A/V systems, and University-specific software and hardware.
• Troubleshoots basic technological issues and coordinates advanced IT support through the official ticket system.
• Monitors, maintains, and orders office supplies while facilitating regular equipment maintenance.
• Processes cash and check transactions and maintains accurate records of all collections.
• Manages key distribution for the Memorial Union and processes work orders for the Memorial Union, Counseling Center and the Center for Accessibility and Volunteer Engagement (CAVE).
• Builds and maintains professional relationships with internal and external stakeholders based on courtesy, civility, and mutual respect.
• Ensures strict adherence to FERPA guidelines and confidentiality agreements when handling sensitive information.
• Serves as an active member of the building management team.
• Supports the development of office policies and procedures to improve departmental efficiency and functions.
• Provides administrative support for special projects as assigned by the Dean’s Office leadership.
• Performs other general administrative and reasonably related duties as required to support the department.

Benefits

• Tuition benefits (employee and dependent)
• Comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability
• Retirement plan options

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED