Administrative Specialist (Conf) CL3

University of Maine System•Farmington, ME

About The Position

The Administrative Specialist (Confidential) serves as the high-level operational backbone for the Provost/Vice President for Academic Affairs and as a key resource within Academic Affairs. The role works closely with senior university leadership, faculty, staff, and external partners, providing trusted, discreet, and highly organized executive administrative support. It requires independent judgment, initiative, and the ability to solve problems proactively while representing executive academic leadership. The position manages the Provost’s schedule and coordinates meetings, committee work, and travel; handles sensitive communications and executive correspondence; supports faculty personnel processes and talent searches; assists with budget tracking, expenditure research, and the purchasing card program; and coordinates faculty assemblies, orientations, and academic ceremonies. It also mentors and delegates work to student workers and temporary staff, and researches, evaluates, analyzes, and summarizes non-routine data, including developing complex queries across tables or databases. This is a 40-hour-per-week position paying $21.93 per hour for a new hire. It is a non-represented confidential position and includes an employer contribution to the UMS retirement plan. Listed benefits include medical, dental, vision, and tuition waiver programs for employees and dependents. The successful applicant is subject to appropriate background screening and a post-offer physical as applicable. Applicants requiring visa sponsorship cannot be considered.

Requirements

At least 60 credits of higher education, or equivalent work experience or training.
At least three years of high-level administrative support experience.
Ability to handle sensitive employee, student, and institutional data discreetly.
Ability to analyze complex problems, map workflow steps, and work with minimal supervision.
Ability to interpret organizational rules and explain policies to internal faculty and external parties.
Comfort and capability with software, data queries, database management, and website modification.
Applicants must not require visa sponsorship support.
Applicants must submit a cover letter, resume or curriculum vitae, and contact information for three professional references.

Nice To Haves

Experience in higher education or supporting executive-level academic leadership.
Familiarity with Mainestreet, Smartsheets, and other university administrative systems.
Relevant military administrative experience, such as Yeoman (YN), Personnel Specialist (PS), Administrative NCO, or 42A Human Resources Specialist.

Responsibilities

Manage the Provost’s dynamic calendar, anticipate conflicts, and coordinate meetings, committees, and travel plans.
Handle sensitive, non-routine communications with judgment and poise, including addressing escalated issues and drafting executive correspondence.
Track faculty reappointment and tenure timelines and coordinate talent searches.
Assist with budget tracking, research expenditures, and manage the purchasing card program.
Coordinate faculty assemblies, orientations, and high-visibility academic ceremonies.
Mentor student workers and delegate tasks to student workers and temporary staff.
Research, sort, and summarize non-routine data for varied applications and assignments.
Assess the validity and quality of available data and prepare standard and non-standard summaries of relevant information.
Develop complex queries connecting multiple tables or databases to address non-routine issues.