Executive Scheduler and Special Projects Assistant

University-of-Main; Orono (ME); On-site; USD 60,000 - 70,000; Full time

Job summary

The University of Maine is seeking an Executive Scheduler and Special Projects Assistant to manage the EVPAA and Provost's calendar, travel, and meeting coordination. This role supports the Deputy Provost and other senior academics, coordinating complex schedules and special projects with high discretion.

Typically required are an Associate’s Degree plus five+ years of senior administrative scheduling experience, with strong proficiency in G Suite, Microsoft Office, and Zoom.

Qualifications

• Typically has the type of training associated with an Associate’s Degree or equivalent combination of experience.
• Typically requires five or more years of progressively complex administrative and scheduling experience supporting senior management.

Responsibilities

• Manages EVPAA and Provost calendar and agendas, including calendar and travel management, meeting coordination and event arrangements.
• Records, tracks, and responds to incoming requests and supports special projects for EVPAA and Provost and deputies.
• Anticipates needs and delivers high quality results in coordination with the Senior Director of Academic Affairs Operations and Finance.

Skills

Scheduling

Calendar management

Multitasking

Education

Associate’s Degree or equivalent

Tools

G Suite

Google Calendar

Microsoft Office

Zoom

Job description

The Executive Scheduler and Special Projects Assistant manages all aspects of the University of Maine Executive Vice President for Academic Affairs and Provost’s (EVPAA and Provost) calendar and agendas. This position is responsible for complex calendar and travel management, recording, tracking, and responding to incoming requests, meeting coordination, and conference/event arrangements.

The Executive Scheduler secures essential information in support of the EVPAA and Provost’s engagements and provides support on special projects as required. In addition, this role provides administrative and scheduling support to the Deputy Provost, Senior Associate Provost, and Associate Provost. This position will anticipate needs and ensure consistent high-quality results in close coordination with the Senior Director of Academic Affairs Operations and Finance. Typical hiring range for this position is $60,000 to $70,000 commensurate with qualifications and experience.

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 benefitsfor 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:

• Typically has the type of training associated with an Associate’s Degree or equivalent combination of experience and experience.
• Typically requires five or more years of progressively complex administrative and scheduling experience supporting senior management.

Preferred:

• Proven experience prioritizing and decision-making skills with respect to scheduling and scheduling changes.
• Proficient in G Suite – Google Calendar, Docs, Sheets, Drive, etc.
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, Powerpoint, etc.
• Experience with video meeting software, e.g., Zoom.
• Demonstrated interpersonal skills and experience in providing complex administrative support to a high-profile office with professionalism, diplomacy, efficiency, and confidentiality.
• Excellent verbal and written communication skills, including grammar, spelling, and composition.
• Excellent customer service orientation and conflict resolution skills.
• Demonstrated organizational and time-management skills.
• Experience working in and a desire to work in a dynamic and fast-paced environment.
• Proven ability to effectively manage and prioritize multiple tasks and work under competing priorities.
• Proficient in use of standard office equipment, such as printers, copiers, scanners, etc.
• Ability to work with persons of varying cultures and diversity.
• Work experience in a higher education setting.

For questions about the search, please contact search committee chair Elisabeth Maberry at [e-mail].

The successful applicant is subject to appropriate background screening.

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: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.