Administrative Specialist CL2

University of Maine; Orono (ME); On-site; USD 23,173 - 33,004; Full time

Benefits offered by this job

Tuition benefits

Comprehensive insurance coverage

Retirement plan options

Job summary

The University of Maine in Orono seeks a full-time administrative support professional for the Dean’s Office, offering a starting pay of $20.39/hour. Responsibilities include handling communications, coordinating events, and managing student employment.

Must possess a high school diploma and two years of related experience. Preferred candidates will have experience at higher education institutions. Benefits include tuition assistance for employees and dependents, along with comprehensive insurance coverage.

Qualifications

• Minimum two years of administrative support experience.
• Experience in budgeting and cash management.
• Ability to work independently and multitask.

Responsibilities

• Screen calls and welcome visitors as the primary point of contact.
• Coordinate meeting and event logistics for the Dean’s Office.
• Support the Dean in analyzing and preparing budget spreadsheets.

Skills

Excellent customer service skills

Professional phone skills

Ability to maintain confidentiality

Computer skills

Budgeting and cash management

Education

High school diploma or equivalent (G.E.D.)

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.

Benefits:

• Tuition benefits for employees and dependents.
• Comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long‑term disability.
• Retirement plan options.

Qualifications:

Required:

• High school diploma or equivalent (G.E.D.) and at least two years of administrative support experience.
• Experience with budgeting, finances or cash management.
• Excellent customer service skills and experience working in a fast‑paced environment.
• Professional phone skills and interpersonal communication abilities.
• Ability 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 with student interaction.
• Previous experience with university software specific to purchasing and budget management.
• Familiarity with human resource processes and practice.

The University of Maine System is an equal‑opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. The System does not discriminate on the basis of race, color, religion, sex, sexual orientation, transgender status, 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.

For claims of discrimination or harassment, 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, contact the UMS Title IX Coordinator.