Administrative Specialist CL2

Maine Tech Hub; Orono (ME); Hybrid; USD 35,000 - 38,000; Full time

Job summary

The University of Maine System in Orono, Maine, seeks a full-time administrative professional for the Dean’s Office. This regular 40-hour, 10-month position handles screening calls, visitor reception, budgeting support, and complex inquiries in a fast-paced university environment.

Responsibilities include coordinating room bookings, managing events, supervising student workers, processing purchases and travel, and preparing reports and budget materials for the Dean.

Qualifications

• High school diploma or equivalent (G.E.D.) AND two years administrative support experience.
• Budgeting or cash management experience.
• Excellent customer service in a fast-paced environment.
• Professional phone skills and interpersonal communication.
• Ability to maintain confidentiality and good judgement.
• Spreadsheet and web-based software experience.
• Ability to multitask and support multiple offices.

Responsibilities

• Screen calls and welcome visitors as the Dean’s Office point of contact.
• Represent the Dean’s Office with high-level communications and respond to non-routine inquiries.
• Handle complex requests requiring knowledge of university policies and procedures.
• Maintain daily operations of the Dean’s Office suite.
• Coordinate room reservations for Memorial Union spaces and outdoor areas.
• Manage meeting and event logistics for the Dean’s Office.
• Supervise Student Life staff including hiring, training, and payroll.
• Assist with purchasing, travel arrangements, and Concur reporting for grants.
• Prepare budget analyses, reports, and data summaries for the Dean’s Office.

Skills

Customer service

Phone skills

Interpersonal communication

Confidentiality

Multitasking

Independent work

Education

High school diploma or equivalent

Tools

Concur

University software

Job description

at University of Maine System in Orono, Maine, United States

Job Description

Full-time, regular position, 40 hours per week, 10-month work year (August 1st through May 31st). Normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $20.39/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

Essential duties and responsibilities include, but are not limited to:

• Serves as the primary point of contact for the Dean’s Office by screening calls and welcoming visitors.
• Represents the Dean’s Office through high-level verbal and written communications, addressing non-routine questions and sensitive constituent issues.
• Handles complex and escalated student or constituent requests that require a comprehensive understanding of University policies, procedures, and rules.
• Maintains the daily operations of the Dean’s office suite to ensure the smooth functioning of all administrative areas.
• Coordinates room reservations for all Memorial Union meeting rooms, conference spaces, and outdoor areas such as the mall, patio, and MLK plaza.
• Manages comprehensive meeting and event logistics for the Dean’s Office, ranging from internal staff sessions to division-wide community events.
• Supervises student employment for Student Life, including hiring, training, scheduling, and approving payroll.
• Facilitates purchasing and travel arrangements for department staff, including Concur reporting for E&G and grant-related accounts.
• Supports the Dean in analyzing and preparing budget spreadsheets, researching expenditures, and developing departmental budget recommendations.
• Prepares reports, presentations, and data summaries for the Dean’s Office, encompassing both routine and non-routine information.
• Assists staff and students with the operation of office equipment, A/V systems, and University-specific software and hardware.
• Troubleshoots basic technological issues and coordinates advanced IT support through the official ticket system.
• Monitors, maintains, and orders office supplies while facilitating regular equipment maintenance.
• Processes cash and check transactions and maintains accurate records of all collections.
• Manages key distribution for the Memorial Union and processes work orders for the Memorial Union, Counseling Center and the Center for Accessibility and Volunteer Engagement ( CAVE ).
• Builds and maintains professional relationships with internal and external stakeholders based on courtesy, civility, and mutual respect.
• Ensures strict adherence to FERPA guidelines and confidentiality agreements when handling sensitive information.
• Serves as an active member of the building management team.
• Supports the development of office policies and procedures to improve departmental efficiency and functions.
• Provides administrative support for special projects as assigned by the Dean’s Office leadership.
• Performs other general administrative and reasonably related duties as required to support the department.

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.

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.

Qualifications

Required:

• High school diploma or equivalent (G.E.D.) AND sufficient experience, including two years administrative support experience.
• Prior experiencing with budgeting, finances or cash management.
• Excellent customer service skills and experience working in a fast-paced environment
• Professional phone skills and interpersonal communication skills
• Able to maintain confidentiality and possess excellent judgement and character
• Computer skills with spreadsheet experience and web-based software experience
• Ability to work independently and multitask while supporting multiple offices throughout the building.
• Flexibility for occasional nights and weekend work

Preferred:

• Experience working at an institution of higher education especially work performed with student interaction.
• Previous experience with University software specific to purchasing and budget management
• Familiarity with human resource processes and practice

Other Information

The successful applicant is subject to appropriate background screening.

The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability (physical or mental), genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling 207.581.1226, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at www.maine.edu/title-ix/.

Clery Act

Clery ActThe Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, ( ASR ) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. You may view the University’s Annual Security Report (https://umaine.edu/police)