Executive Administrative Specialist: Confidential Support

UMA; Orono, Northern (ME, KY); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Tuition benefits

Comprehensive insurance coverage

Retirement plan options

Job summary

University of Maine in Orono seeks an Administrative Specialist CL3 to provide executive support across three ELH units. The role handles confidential, non-routine tasks, complex workflows, and calendar coordination for the Dean and Associate Deans.

The position is full-time (40 hours/week), Monday–Friday, 8:00 a.m.–4:30 p.m., with a pay rate of $21.93/hour under the ACSUM agreement. Prior administrative experience is essential.

Qualifications

• 60+ credits or equivalent work experience.
• Three years administrative support experience would be ideal.
• Excellent interpersonal and professional conduct.

Responsibilities

• Provide high-level administrative support to the Dean and Associate Deans, manage complex calendars and multi-party scheduling, and coordinate travel arrangements.
• Manage secure, time-sensitive document workflows including electronic signatures via DocuSign and Adobe, ensuring proper routing and recordkeeping.
• Maintain complex administrative databases and tracking systems to address non-routine needs (sabbatical reports, gift reporting, professorship tracking).
• Support planning and execution of College events and communications, preparing materials and relaying critical information to faculty and staff.
• Front office contact for visitors and enrollment inquiries; monitor general email inbox and answer phone.
• Process forms and inquiries (DPS, Withdrawals, Academic Standing checks, readmissions) and assist with forms.
• Maintain faculty and staff personnel files and assist with annual reviews and promotions.

Skills

Administrative support

Interpersonal skills

Organizational skills

Problem solving

Attention to detail

Education

60 credits or more in higher education

Tools

Microsoft Office/SharePoint

Google applications

Job description

University of Maine in Orono seeks an Administrative Specialist CL3 to provide executive support across three ELH units. The role handles confidential, non-routine tasks, complex workflows, and calendar coordination for the Dean and Associate Deans.

The position is full-time (40 hours/week), Monday–Friday, 8:00 a.m.–4:30 p.m., with a pay rate of $21.93/hour under the ACSUM agreement. Prior administrative experience is essential.