Administrative Specialist CL2

University of Maine System•Farmington, ME

8d•$20

About The Position

The University of Maine at Farmington (UMF) seeks a detail-oriented Administrative Specialist to serve as the operational hub for the Ferro Alumni Center and the Marketing and Communications Department. Because this position supports both the Alumni/Advancement and Marketing/Communications teams, you will play an important role in donor relations, event planning, and the daily pulse of campus life. 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. Example of responsibilities including but not limited to: Donor & Alumni Relations: Maintain gift logs and prepare professional tax receipts and thank-you correspondence. Digital & Social Media Support: Provide administrative support regarding alumni social media and marketing materials. Office & Logistics Management: Serve as the primary point of contact for the Ferro Alumni Center, managing room reservations, procurement, travel, and calendar management for the Director of Marketing. Financial Stewardship: Process invoices and purchase orders, manage corporate card reconciliations, and handle sensitive financial and donor information with high confidentiality. Processing purchase orders, posting accounts for billing, as well as processing cash, checks and accounts receivable. Event & Campus Support: Provide hands-on assistance for community events, alumni gatherings, and Commencement ceremonies. Communications: Handling verbal and written communications for a broad range of questions, issues and requests, preparing customized memos and related communications for non-routine issues; identifying needs of various parties to determine appropriate response. Planning and Coordinating: Simple projects and events. Writing: Creating simple to moderately complex queries using well defined tables; establishing links between common tables and databases; information requests may be routine or non-routine.

Requirements

Exceptional written and interpersonal skills for fielding inquiries from alumni, donors, and the public.
Providing exemplary customer service.
The ability to pivot effectively with changing campus priorities.
Demonstrated use of various digital platforms and ability to learn new technologies (including but not limited to Microsoft Office, Google Suite, Advance, CRM, Give Campus, Concur, etc.) quickly.
Proven ability to manage time effectively and handle high-volume administrative tasks with precision.
Approaches challenges with a positive, solution-oriented mindset, identifying effective resolutions to complex or sensitive issues.
Anticipates office/department needs and independently initiates action to improve workflow efficiency and service delivery.
High School diploma or equivalent.
Sufficient experience, including two (2) years administrative support experience.

Nice To Haves

Experience in higher education or alumni relations; proficiency with advancement-specific platforms (Advance/CRM).
We highly value the organizational rigor found in military administrative roles. Candidates with experience as a Yeoman (YN), Personnel Specialist (PS), Administrative NCO, or 42A (Human Resources Specialist) are strongly encouraged to apply.

Responsibilities

Maintain gift logs and prepare professional tax receipts and thank-you correspondence.
Provide administrative support regarding alumni social media and marketing materials.
Serve as the primary point of contact for the Ferro Alumni Center, managing room reservations, procurement, travel, and calendar management for the Director of Marketing.
Process invoices and purchase orders, manage corporate card reconciliations, and handle sensitive financial and donor information with high confidentiality.
Processing purchase orders, posting accounts for billing, as well as processing cash, checks and accounts receivable.
Provide hands-on assistance for community events, alumni gatherings, and Commencement ceremonies.
Handling verbal and written communications for a broad range of questions, issues and requests, preparing customized memos and related communications for non-routine issues; identifying needs of various parties to determine appropriate response.
Planning and Coordinating: Simple projects and events.
Creating simple to moderately complex queries using well defined tables; establishing links between common tables and databases; information requests may be routine or non-routine.