Administrative Specialist CL3 (Confidential)

University-of-Main; Orono (ME); On-site; USD 25,000 - 35,000; Full time

Job summary

The University of Maine seeks an Administrative Specialist CL3 to provide confidential, executive-level support across three ELH units. You will manage complex calendars, coordinate travel, and oversee sensitive document workflows using DocuSign and Adobe.

The role includes front-desk duties and coordinating communications for faculty and staff. You will handle databases, reporting, and payroll-related documentation while ensuring discretion and privacy in all tasks.

Qualifications

• 60 credits or more of higher education or equivalent work experience.
• Three years administrative support experience.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills with ability to multi-task.
• Excellent problem solving and analytical skills.
• Proven ability to manage Excel spreadsheets.
• Ability to maintain confidentiality.
• Experience with Microsoft/SharePoint and Google applications.

Responsibilities

• Provide high-level administrative support to the Dean and Associate Deans, manage calendars and scheduling.
• Coordinate travel arrangements and manage complex workflows.
• Handle time-sensitive documents with secure electronic signatures (DocuSign, Adobe).
• Maintain administrative databases and tracking systems with multi-table queries.
• Assist with events, communications, and faculty/staff initiatives.
• Front office contact for visitors and enrollment support.
• Process forms and manage email inboxes for student/faculty questions.
• Support personnel files, reviews, and faculty evaluation processes.

Skills

Interpersonal skills

Organizational skills

Problem solving

Analytical skills

Excel proficiency

Confidentiality

Microsoft/SharePoint

Google applications

Education

60 credits or more of higher education or equivalent

Tools

Excel

SharePoint

Google apps

Adobe Acrobat

Job description

The Administrative Specialist CL3 (Confidential) provides core high-level administrative, operational, and executive support across three distinct units within the College of Earth, Life, and Health Sciences (ELH) Dean’s Office: Executive Leadership, the Academic Support Center, and the ELH Finance Office. Reporting to the Administrative Coordinator, this role serves as a primary contact and maintains strict confidentiality and discretion while managing non-routine assignments, sensitive documentation, and complex workflows. Full-time, regular position, 40 hours per week, 5 days per week. Normal daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.93/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

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

• Provides high-level administrative support to the Dean and Associate Deans, serving as the first point of contact in the office, managing complex calendars and multi-party scheduling, and coordinating travel arrangements.
• Manages secure, time-sensitive document workflows, including complex electronic signature processes via systems such as DocuSign and Adobe, ensuring proper routing, completion, and recordkeeping.
• Uses and maintains complex administrative databases and tracking systems, using multi-table queries, document tracking, and workflow management to address non-routine operational needs. Examples include sabbatical reports, gift reporting, professorship tracking, and emeritus/emerita requests.
• Supports the planning and execution of College events, communications, and initiatives, coordinating logistics, preparing materials, and communicating critical information to faculty, staff, guests, and other stakeholders. Examples include the ELH Newsletter, Celebration of Excellence, and annual events for faculty and staff.
• Front office point of contact for all visitors (undergraduate students, etc.), providing first-line support for enrollment.
• Monitor and manage the general email inbox for student/faculty questions; process forms such as DPS, Withdrawals, Academic Standing checks, and Processing readmissions; answer the phone; assist students in filing out forms.
• Process Finance Office GAAF and summer-salary documentation.
• Verification of Job Data, use and stewardship of Smartsheet and Excel information.
• Maintains faculty and staff personnel files, assists the Administrative Coordinator with faculty annual reviews, and supports the faculty and staff evaluation and promotion processes.
• Supports ad hoc projects from within the Dean’s Office. Performs other duties of a similar nature or level.

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

Qualifications:

Required:

• 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience.
• Excellent interpersonal skills with a proven record of teamwork, customer service and professionalism.
• Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment.
• Excellent problem solving and analytical skills.
• Proven ability to manage Excel spreadsheets.
• Proven attention to detail and focus on accuracy.
• Ability to maintain confidentiality.
• Experience with or demonstrated ability to learn Microsoft/SharePoint and Google application suites.

Preferred:

• Administrative support experience or equivalent experience
• Experience in an academic setting
• Experience with databases, file management, shared task management software, and Adobe Acrobat

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, you are encouraged to 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.