Administrative Specialist CL3

University of Maine System • Orono, ME

34d • $21 • Onsite

About The Position

The Administrative Specialist serves the School of Biology and Ecology (SBE) as
a primary contact person and a member of the administrative team that
contributes to a professional and efficient office. This position will interact
with a diverse group of faculty, professional staff, classified staff, and
students. Responsibilities will also include collaborating with SBE staff and
faculty to ensure the smooth operation of the academic programs and high-quality
service to students. Full time, regular, 40 hours per week, 5 days a week. Daily
work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays
$21.09/hour.

About the University:
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.
More information about UMaine is at umaine.edu [http://umaine.edu/].

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. Visit the Maine Office of Tourism
[https://themainehighlands.com/places-to-visit/greater-bangor-region/] to learn
more about what the Bangor region has to offer.

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, multitask, and complete work in a fast-paced environment.
• Proven attention to detail and focus on accuracy.
• Strong computer skills, including experience with Microsoft Office, Excel, and Google.

Nice To Haves

• Experience with MaineStreet, Salesforce/TargetX, and publishing software

Responsibilities

• Manages student course changes, enrollment, course schedules, Infosilem, and Mainestreet queries. Conducts queries on Mainestreet and tracks SBE data relating to academic matters, SBE committees, and graduate and undergraduate student workers.
• Manages paperwork for appointments, including working with Financial Managers and payroll, for SBE employees including adjuncts, graduate teaching and research assistants, undergraduate student workers and others. Acts as backup approver of student hours.
• Acts as first point of contact for internal and external matters over the phone, email ([email protected] [[email protected]]), and from drop-ins to the main office which include faculty, students, parents, the news media, and the public. Acts as building manager for Murray Hall and deals with emergencies or other issues.
• Oversees disbursement of communications, academic information, collection/review of information, reminders of deadlines and submission to SBE, the college and other units. Has administrative responsibility in student and faculty related matters, academic requests, and other school related matters that make up the day to day operation of SBE.
• Provides administrative and logistical support to SBE leaders and committees including managing documents, scheduling of meetings and other tasks. Assists in interpreting university policies and procedures pertaining to faculty and student matters.
• Coordinates student field trips, Schoodic trip and Adventure Semester, including reserving vehicles, and collects safety information, evening and weekend trip forms, and maintains information in case of emergency.
• Assists with training and supervision of undergraduate and graduate students (hired as needed) in office tasks.
• Assists in coordinating events for recruitment, open house, orientation, seminars, graduate proposals and defenses, and other programs
• Performs other reasonably related administrative duties as assigned by the Director of the School of Biology and Ecology.

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: Entry Level
• Education Level: No Education Listed