Dean's Office Administrator & Operations Lead

University of Maine; Orono (ME); On-site; USD 36,000 - 48,000; Full time

Job summary

The University of Maine is seeking an administrative professional to support the Dean’s Office in Memorial Union. This full-time, 40-hour-per-week role follows a 10-month academic year (Aug 1–May 31) with hours from 8:00 a.m. to 4:30 p.m. in the on-site office.

Main duties include screening calls, coordinating room reservations, budget preparation, payroll oversight for student workers, and Concur reporting for travel and grants.

Qualifications

• Two years administrative support experience.
• Budgeting, finances or cash management experience.
• Excellent customer service in a fast-paced environment.
• Professional phone skills and interpersonal communication.
• Ability to maintain confidentiality and sound judgement.
• Spreadsheet and web-based software experience.
• Ability to multitask and support multiple offices.
• Flexibility for occasional nights and weekend work.

Responsibilities

• Screen calls and welcome visitors; serve as primary contact for the Dean’s Office.
• Represent the Dean’s Office in high-level verbal and written communications.
• Handle non-routine constituent requests per University policies.
• Maintain daily operations of the Dean’s Office suite for smooth function.
• Coordinate room reservations for Memorial Union spaces and outdoor areas.
• Manage meeting and event logistics for the Dean’s Office.
• Supervise Student Life employment: hiring, training, scheduling, payroll.
• Facilitate purchasing and travel arrangements; Concur reporting.
• Assist with budget spreadsheets, expenditures, and departmental recommendations.
• Prepare reports, presentations, and data summaries for the Dean’s Office.
• Assist staff with office equipment, A/V systems, and University software.
• Troubleshoot basic IT issues; coordinate advanced IT support via ticket system.
• Monitor and order office supplies; coordinate equipment maintenance.
• Process cash/check transactions; maintain accurate records.
• Manage key distribution and work orders for Memorial Union and related centers.
• Build professional relationships with internal and external stakeholders.
• Ensure FERPA compliance and confidentiality in handling information.
• Participate in building management team activities.
• Assist with developing office policies and procedures.
• Support special projects for Dean’s Office leadership.

Skills

Customer service

Phone etiquette

Spreadsheet skills

Multitasking

Independent worker

Budgeting experience

Administrative support

Confidentiality

Flexibility

Education

High school diploma or equivalent

Tools

Concur reporting

University purchasing software

Budget management software

Job description

The University of Maine is seeking an administrative professional to support the Dean’s Office in Memorial Union. This full-time, 40-hour-per-week role follows a 10-month academic year (Aug 1–May 31) with hours from 8:00 a.m. to 4:30 p.m. in the on-site office.

Main duties include screening calls, coordinating room reservations, budget preparation, payroll oversight for student workers, and Concur reporting for travel and grants.