Administrative Specialist CL2 - Career & Employment Hub

University of Maine • Portland, ME

2d • 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. The Career & Employment Hub supports students and alumni in exploring career pathways, gaining professional experience, and successfully transitioning into the workforce. Through individualized advising, employer partnerships, internship coordination, networking events, and skill-building workshops, the Hub provides comprehensive career development services grounded in USM’s Service Promise of being Student Focused Every Day. The team works collaboratively across campus and with community and industry partners to create meaningful experiential learning opportunities that prepare students for lifelong career success.

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: Entry Level
• Education Level: High school or GED