Administrative Specialist CL2 - Athletics

University of Maine; Farmington (ME); On-site; USD 42,000 - 45,000; Full time

Job summary

University of Maine at Farmington is seeking an Administrative Specialist to serve as the central administrative anchor for the athletics department, coordinating between teams, coaches, sports medicine, compliance, and sports information.

You will handle front-facing customer service, travel logistics for away games, facilities scheduling for Dearborn Gym, Prescott Complex, and Leib Field, and basic accounts payable/receivable across varsity programs.

Qualifications

• A high school diploma or equivalent (G.E.D.) paired with 1+ years of administrative support experience.
• Excellent customer service skills with the ability to handle communication across many channels in a bustling environment.

Responsibilities

• Deliver front-facing customer service to students, faculty, staff and the community.
• Coordinate travel and reservations for away games, process contracts, and cross-check schedules.
• Manage scheduling for athletic venues (Dearborn Gym, Prescott Complex, Leib Field) and equipment reservations.
• Handle basic accounts payable/receivable across varsity programs, fundraising accounts, and sports medicine.
• Oversee student workers and assist with onboarding of staff and independent contractors.
• Coordinate and support major department events (Hall of Fame, championships, recruitment nights, alumni fundraisers).

Skills

Customer service

Communication

Tech skills

Integrity

Adaptability

Education

High school diploma or GED

Tools

Spreadsheets

Job description

University of Maine at Farmington

Are you ready to be the ultimate playmaker behind the scenes? Every great athletic department needs a central powerhouse to keep the team moving, and that is exactly what our Administrative Specialist does. As the sole administrative support anchor for our entire athletics department, you will be the driving force connecting sports teams, coaches, sports medicine, compliance, sports information, and our campus.

If you thrive in a dynamic, high-energy environment, love sports culture, and pride yourself on keeping multiple moving pieces perfectly synchronized, this is your invitation to join our roster. From coordination to game-day logistics, your work will directly impact the success of our student-athletes and staff.

Your Game Plan (sample of responsibilities)

• The Face of the Franchise: Deliver championship-level front-facing customer service by answering inquiries, and welcoming students, faculty, staff and the community to the campus.
• Logistics Coordinator: Keep our teams moving by arranging travel and reservations for away games, processing home and away athletic contracts, and cross-checking schedules.
• Master of Facilities: Direct traffic for our athletic venues by managing and prioritizing scheduling requests for Dearborn Gym, the Prescott Athletic Complex, and Leib Field. You will even coordinate reservations for fun department equipment, like portable speakers and our mascot costume!
• Financial Game Planner: Handle basic accounts payable and receivable across varsity programs, fundraising accounts, and sports medicine. You will track, monitor, and report on balances, process vendor payments, and deposit game-day gate and entry fees.
• Team Captain for Operations: Oversee student workers assigned to office work, facility monitoring, and event setups. You will also assist with onboarding new staff and independent contractors (like game officials and assignors).
• Special Events Producer: Provide hands-on coordination and planning support for major department highlights, including the Hall of Fame, athletic championships, recruitment nights, and alumni fundraisers.

What You Bring to the Roster

• Education & Experience: A high school diploma or equivalent (G.E.D.) paired with 1+ years of administrative support experience.
• Communication MVPs: Excellent customer service skills with the ability to handle communication professionally across many channels, even in a bustling environment with frequent interruptions.
• Tech Savvy: Strong computer proficiency, particularly with spreadsheets, data tracking, and digital organization tools.
• Integrity & Trust: Absolute discretion and the ability to securely handle confidential student-athlete, faculty, and institutional information.
• Adaptability: The judgment, initiative, and team-first attitude required to balance routine bookkeeping with sudden game-day adjustments.

The starting rate is $20.39 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit. In addition, the University will contribute up to a 4% matching contribution to the UMS retirement plan.

The University of Maine at Farmington offers a highly competitive benefits that includes holiday and sick time, medical, dental, and vision insurance, life insurance, short- and long-term disability insurance, a tuition waiver program for employees and eligible dependents, retirement plan options, and more. Visit our benefits website to learn more.

Important items to know about the recruitment process:

• For full consideration, materials must be submitted by 4:30 pm EST Friday, October 23, 2026
• We are not able to consider applicants who require Visa sponsorship.
• Incomplete recruitment materials will not be considered.
• If materials are received after the recruitment deadline, review will be at the discretion of the University.
• The successful applicant is subject to appropriate background screenings.

The University of Maine at Farmington employees are Mandatory Reporters with the exception of UMF’s licensed, clinical medical providers (including athletic trainers) and mental health providers and their clinical interns when working in their capacity as providers.

Equal Opportunity Statement

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: UMF Department of Public Safety / Campus Police, University of Maine at Farmington, 149 Quebec Street, Farmington, Maine 04938-1994, tel [phone].