Administrative Specialist CL3

University of Maine System • Orono, ME

2d • $21 • Onsite

About The Position

The primary purpose of this position is to provide comprehensive administrative, operational, and technological support to the School of Nursing’s PhD in Nursing program at the University of Maine. This role ensures that the doctoral program aligns with institutional goals, national accreditation standards, and the mission of advancing nursing education, research, and service. The position supports the effective development, implementation, and sustainability of the doctoral program through student services coordination, faculty support, policy and document management, communication, compliance, and event logistics. It plays a critical role in promoting program visibility, maintaining regulatory standards, and supporting student and faculty success in teaching, research, and service activities. In addition to responsibilities supporting the doctoral program, the position allocates approximately 20% of its effort to supporting general departmental operations within the School of Nursing. This includes administrative assistance to faculty and staff, support with department-wide communications, and participation in shared governance and event coordination activities. 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.
Doctoral Program Support (80%)
Assist in developing and updating School of Nursing policies and procedures specific to the PhD program.
Contribute to the creation and maintenance of the doctoral program handbook.
Prepare and distribute marketing materials for program launch and ongoing promotion, including web content and informational packets.
Maintain and update social media and digital platforms with program announcements and achievements.
Organize and maintain a centralized digital archive of program development documents in compliance with CCNE accreditation standards.
Student Services
Register PhD students for courses in accordance with their Plans of Study.
Create and manage student folders and file all academic documents, including Plans of Study, CVs, core forms for graduation, and research practicum materials.
Organize and file comprehensive exams and dissertation-related materials.
Coordinate dissertation proposal and defense scheduling with students and faculty, arrange room/technology, and create public announcements.
Develop and distribute a doctoral program newsletter and other communications showcasing student accomplishments.
Faculty and Curriculum Support
Request and review course syllabi from faculty each semester for policy compliance; assist in making necessary corrections.
Support the Associate Director and curriculum committees in implementing handbook and website edits.
Collaborate with faculty on lab and simulation material preparation, proctoring logistics, and documentation.
Technology & Communication
Manage SON Google Forms and compile/disseminate results.
Oversee SON intranet updates, including resources, policies, and procedural documents.
Collaborate with the marketing department to develop and update promotional materials, including rack cards and event handouts.
Organize and process transfer student application materials via Mainestreet.
Supervise and support work-study students engaged in social media and newsletter tasks.
Departmental & Committee Support
Schedule and organize departmental meetings (e.g., huddles, PAC), including calendar invites, agendas, and minutes.
Attend SON committee meetings, take minutes, and maintain organized documentation on the admin drive.
Coordinate with committee chairs and other staff to ensure proper recordkeeping and follow-up.
Service and Outreach
Promote program visibility and community engagement through targeted communication strategies.
Assist in organizing local, regional, and national dissemination of doctoral student research and scholarly work.
Ensure compliance with institutional and accreditation standards through meticulous documentation and coordination.
General Department Support (20%)
Provide administrative support to faculty, staff, and departmental leadership as needed.
Assist with general communications, scheduling, and internal/external correspondence not specific to the doctoral program.
Support coordination of department-wide events and projects, including open houses, orientations, and accreditation preparation.
Maintain shared departmental resources and contribute to continuous process improvement across all programs.

Requirements

• Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience.
• Strong organizational skills, with keen attention to detail and the ability to manage multiple priorities and deadlines.
• Ability to design basic flyers, newsletters, or marketing content using tools such as Canva or Publisher.
• Capable of creating and maintaining digital filing systems, shared drives, and collaborative platforms (e.g., SharePoint or Google Drive).
• Ability to work independently with minimal supervision and as part of a collaborative team.
• Discretion in handling confidential and sensitive information.
• Demonstrated proficiency in MS Office, Word, Excel and similar software packages. Willingness to learn new software applications.
• Excellent interpersonal, written, and verbal communication skills
• Demonstrated attention to detail in the accuracy of written material and email communications.
• Previous experience prioritizing and managing work assignments
• Willingness to adapt to changing programmatic and departmental needs.

Nice To Haves

• Knowledge of MaineStreet and/or Google applications
• Comfort working in a dynamic academic setting, including committee participation, meeting coordination, and event planning.
• Ability to interact professionally with a wide range of stakeholders, including faculty, students, administrators, and external partners.

Responsibilities

• Assist in developing and updating School of Nursing policies and procedures specific to the PhD program.
• Contribute to the creation and maintenance of the doctoral program handbook.
• Prepare and distribute marketing materials for program launch and ongoing promotion, including web content and informational packets.
• Maintain and update social media and digital platforms with program announcements and achievements.
• Organize and maintain a centralized digital archive of program development documents in compliance with CCNE accreditation standards.
• Register PhD students for courses in accordance with their Plans of Study.
• Create and manage student folders and file all academic documents, including Plans of Study, CVs, core forms for graduation, and research practicum materials.
• Organize and file comprehensive exams and dissertation-related materials.
• Coordinate dissertation proposal and defense scheduling with students and faculty, arrange room/technology, and create public announcements.
• Develop and distribute a doctoral program newsletter and other communications showcasing student accomplishments.
• Request and review course syllabi from faculty each semester for policy compliance; assist in making necessary corrections.
• Support the Associate Director and curriculum committees in implementing handbook and website edits.
• Collaborate with faculty on lab and simulation material preparation, proctoring logistics, and documentation.
• Manage SON Google Forms and compile/disseminate results.
• Oversee SON intranet updates, including resources, policies, and procedural documents.
• Collaborate with the marketing department to develop and update promotional materials, including rack cards and event handouts.
• Organize and process transfer student application materials via Mainestreet.
• Supervise and support work-study students engaged in social media and newsletter tasks.
• Schedule and organize departmental meetings (e.g., huddles, PAC), including calendar invites, agendas, and minutes.
• Attend SON committee meetings, take minutes, and maintain organized documentation on the admin drive.
• Coordinate with committee chairs and other staff to ensure proper recordkeeping and follow-up.
• Promote program visibility and community engagement through targeted communication strategies.
• Assist in organizing local, regional, and national dissemination of doctoral student research and scholarly work.
• Ensure compliance with institutional and accreditation standards through meticulous documentation and coordination.
• Provide administrative support to faculty, staff, and departmental leadership as needed.
• Assist with general communications, scheduling, and internal/external correspondence not specific to the doctoral program.
• Support coordination of department-wide events and projects, including open houses, orientations, and accreditation preparation.
• Maintain shared departmental resources and contribute to continuous process improvement across all programs.

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: Associate degree