Administrative Specialist CL2 - Career & Employment Hub

University of Maine System • Portland, ME

3d • Onsite

About The Position

The University of Southern Maine’s Career & Employment Hub is seeking an Administrative Specialist CL2 to serve as the primary administrative support for the Hub. This position is the sole administrative support role within the Career & Employment Hub and provides day-to-day administrative support to all nine other members of the team. The ideal candidate will bring strong administrative expertise, outstanding communication skills, and a dedication to supporting a vibrant academic setting. The role requires discretion and the ability to manage confidential information concerning students and faculty. This position offers the opportunity to contribute to a collaborative and engaging environment that advances scientific learning and research.

Requirements

• High school diploma or equivalent (G.E.D.) or international degree equivalency
• 1+ years of administrative support experience
• Excellent communication and customer service skills
• Computer proficiency, including experience working with spreadsheets
• Ability to handle confidential information related to students and faculty

Responsibilities

• Operating the Hub’s front desk and serving as a primary point of contact for students, employers, community partners, and others reaching USM by phone, email, or in person.
• Providing responsive customer service and handling non-routine questions, issues, and procedures that require sound judgment and knowledge of relevant policies and practices.
• Providing direct administrative support to the department director, including calendar management, scheduling, meeting coordination, correspondence, and other administrative needs.
• Planning, coordinating, and providing administrative support for the Hub’s signature events, including job fairs, networking dinners, workshops, and other employer- and student-facing programs.
• Coordinating use of the Career and Student Success Center (CSSC) events room, including room reservations, event logistics, and related administrative coordination.
• Supporting the development and expansion of event offerings by coordinating logistics and administrative processes associated with employer engagement, sponsorships, and revenue-generating activities.

Benefits

• 13 paid holidays plus earned vacation time and sick time
• Health, dental and vision insurance
• Low-cost short-term disability insurance and employer-paid long-term disability insurance
• Employer-paid basic life insurance and supplemental life insurance
• A tuition waiver program for employees and their spouse or dependent child(ren)
• A 403(b)-retirement plan with employer contribution
• Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses

What This Job Offers

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