Executive Administrative Specialist for the Dean’s Office

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

Job summary

The Administrative Specialist CL3 at the University of Maine provides high-level administrative and executive support across three ELH units in the College of Earth, Life, and Health Sciences. Based in Orono, this 40-hour/week role emphasizes confidentiality and complex workflows.

Reporting to the Administrative Coordinator, duties include calendar management, travel arrangements, and handling sensitive records. Normal hours are Monday–Friday, 8:00 a.m.–4:30 p.m.

Qualifications

• 60 credits or more of higher education or equivalent work experience.
• Excellent interpersonal skills with teamwork and professionalism.
• Strong organizational skills to prioritize in a fast-paced environment.
• Attention to detail and ability to maintain confidentiality.
• Experience with Microsoft/SharePoint and Google apps suites.

Responsibilities

• Provide high-level administrative support to the Dean and Associate Deans.
• Manage complex calendars, travel arrangements, and front-line office contacts.
• Oversee secure document workflows using DocuSign and Adobe signatures.
• Maintain databases and tracking systems for sabbatical reports, gift and professorship data.
• Support events, communications, and director-level initiatives.

Skills

Administrative support

Calendar management

Communication

Confidentiality

Microsoft Office

Education

60 credits+ education

Tools

DocuSign

Adobe Sign

Smartsheet

Excel

SharePoint

Google apps

Job description

The Administrative Specialist CL3 at the University of Maine provides high-level administrative and executive support across three ELH units in the College of Earth, Life, and Health Sciences. Based in Orono, this 40-hour/week role emphasizes confidentiality and complex workflows.

Reporting to the Administrative Coordinator, duties include calendar management, travel arrangements, and handling sensitive records. Normal hours are Monday–Friday, 8:00 a.m.–4:30 p.m.