Administrative Specialist CL2

University-of-Main; Orono (ME); Hybrid; USD 26,174,000 - 31,685,000; Part time

Job summary

The University of Maine seeks an Administrative Specialist CL2 to serve as the primary contact for the Faculty Senate, providing essential administrative support and coordinating communications, calendars, and minutes. The role includes managing digital filing, budgets, and the Senate website, with hybrid meeting tech support for remote participation.

This part‑time, 20 hour/week position runs 11 months (August 1–June 30) with a $20.39/hour pay and flexible scheduling in consultation with the

Qualifications

• High school diploma or GED required with two years of administrative support experience.
• Experience maintaining records and files, preparing meeting agendas/minutes, and monitoring budgets preferred.
• Proficiency with Google Workspace, Zoom, WordPress, and basic multimedia updates.
• Ability to manage multiple tasks, prioritize, and communicate effectively with diverse stakeholders.

Responsibilities

• Handle communications for the Faculty Senate and prepare customized memos for non‑routine issues.
• Maintain digital filing systems and manage permissions in Google Docs.
• Scan, link, and route documents; track workflows for Senate motions.
• Track expenditures and budgets; maintain databases.
• Summarize meeting recordings into written minutes; schedule events and catering/room bookings.
• Develop and update the Faculty Senate website; assist with multimedia and surveys.

Skills

Verbal and written communication

Meeting coordination

Budget tracking

Database maintenance

Multi-tasking

Zoom facilitation

Education

High school diploma or GED

Tools

Google Workspace

Zoom

WordPress

Scheduling polls / calendar invites / surveys

Job description

The Administrative Specialist CL2 serves as the primary contact person for the Faculty Senate. This position provides vital administrative support to the Faculty Senate by facilitating communications, scheduling meetings/events, developing the senate calendar, assisting with minutes, collaborating with colleges to identify senators, maintaining the Faculty Senate website, coordinating technologies for remote and hybrid participation in Senate activities, and attending Senate meetings in-person.

This is a part-time, 20 hour/week position with an 11-month work year from August 1 to June 30 each year. Specific work schedule will be determined in consultation with the supervisor. This position pays $20.39/hour.

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

• Handling verbal and written communications for a broad range of questions, issues and requests in assigned areas of responsibility; preparing customized memos and related communications for non-routine issues; identifying needs of various parties to determine appropriate response.
• Implementing and maintaining digital filing systems including Google Docs with permissions management.
• Scanning, linking and routing documents. Tracking workflows for Senate motions.
• Tracking expenditures and budgets.
• Maintaining databases.
• Summarizing meeting recordings into written meeting minutes.
• Scheduling and preparing for meetings/events including dealing with university catering and room scheduling.
• Assisting with the development and application of multi-media including maintaining and updating a WordPress website.
• Handling confidential information.
• Compiling, sorting and summarizing a variety of routine data; Using a variety of programs, prepares simple charts and analyses, including basic summary statistics.
• Reviewing data for accuracy and completeness, including source data.
• Arranging, managing, and troubleshooting various audio/visual technologies for use during meetings.

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 benefitsfor 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 to learn more about what the Bangor region has to offer.

Qualifications

Required:

• High school diploma or equivalent (G.E.D.) and sufficient experience.
• Two years of administrative support/office experience.

Preferred:

• Experience maintaining records and files.
• Experience preparing meeting agendas and minutes.
• Experience monitoring a budget.
• Experience managing multiple tasks, prioritizing and assigning work.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
• Office/clerical experience in an academic setting.
• Proficiency in facilitating Zoom meetings and webinars.
• A mastery of the Google Workspaces.
• Experience updating and maintaining a website.
• Experience creating scheduling polls, calendar invites, electronic surveys and/or other team collaboration tools/software.
• A willingness to engage in in creative thinking and offer suggestion to improve the efficiency and effectiveness of the Faculty Senate.

For questions about the search, please contact search committee chair Brian McGill at [e-mail]. The successful applicant is subject to appropriate background screening.

Equal Opportunity

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

The 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. If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.