Administrative Specialist CL3 (Confidential)

University of Maine System • Orono, ME

2d • Onsite

About The Position

The Administrative Specialist CL3 (Confidential) provides core high-level administrative, operational, and executive support across three distinct units within the College of Earth, Life, and Health Sciences (ELH) Dean’s Office: Executive Leadership, the Academic Support Center, and the ELH Finance Office. Reporting to the Administrative Coordinator, this role serves as a primary contact and maintains strict confidentiality and discretion while managing non-routine assignments, sensitive documentation, and complex workflows.

Requirements

• 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience.
• Excellent interpersonal skills with a proven record of teamwork, customer service and professionalism.
• Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment.
• Excellent problem solving and analytical skills.
• Proven ability to manage Excel spreadsheets.
• Proven attention to detail and focus on accuracy.
• Ability to maintain confidentiality.
• Experience with or demonstrated ability to learn Microsoft/SharePoint and Google application suites.

Nice To Haves

• Administrative support experience or equivalent experience
• Experience in an academic setting
• Experience with databases, file management, shared task management software, and Adobe Acrobat

Responsibilities

• Provides high-level administrative support to the Dean and Associate Deans, serving as the first point of contact in the office, managing complex calendars and multi-party scheduling, and coordinating travel arrangements.
• Manages secure, time-sensitive document workflows, including complex electronic signature processes via systems such as DocuSign and Adobe, ensuring proper routing, completion, and recordkeeping.
• Uses and maintains complex administrative databases and tracking systems, using multi-table queries, document tracking, and workflow management to address non-routine operational needs. Examples include sabbatical reports, gift reporting, professorship tracking, and emeritus/emerita requests.
• Supports the planning and execution of College events, communications, and initiatives, coordinating logistics, preparing materials, and communicating critical information to faculty, staff, guests, and other stakeholders. Examples include the ELH Newsletter, Celebration of Excellence, and annual events for faculty and staff.
• Front office point of contact for all visitors (undergraduate students, etc.), providing first-line support for enrollment.
• Monitor and manage the general email inbox for student/faculty questions; process forms such as DPS, Withdrawals, Academic Standing checks, and Processing readmissions; answer the phone; assist students in filing out forms.
• Process Finance Office GAAF and summer-salary documentation.
• Verification of Job Data, use and stewardship of Smartsheet and Excel information.
• Maintains faculty and staff personnel files, assists the Administrative Coordinator with faculty annual reviews, and supports the faculty and staff evaluation and promotion processes.
• Supports ad hoc projects from within the Dean’s Office. Performs other duties of a similar nature or level.

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: Associate degree