Senior Administrative Coordinator

University of New England; Biddeford (ME); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health and dental plans

Retirement plan match (up to 8%)

Generous leave and holidays

Job summary

University of New England is seeking a Senior Administrative Coordinator to provide advanced administrative coordination and operational support to the Westbrook College of Health Professions (WCHP) Dean's Office in Portland, ME. The role reports to the Director of Finance & Administration and will manage workflows, calendars, communications, and confidential information for multiple leaders.

Responsibilities include budgeting support, onboarding coordination, documentation, and collaboration

Qualifications

• Bachelor's degree preferred; Associate's degree with equivalent experience considered.

Responsibilities

• Provide complex administrative support to the WCHP Dean's Office, coordinating workflows, calendars, and communications.
• Serve as primary administrative contact for college-level operational questions.
• Maintain office procedures, records, and files for continuity across the Dean's Office.
• Coordinate logistics for college-level meetings, retreats, orientations, and events.
• Assist with budget tracking, reimbursements, and data gathering.
• Support accreditation documentation, program reviews, and reporting deadlines.

Skills

Administrative coordination

Multitasking

Communication

Confidentiality

Education

Bachelor's degree preferred

Tools

Microsoft Office

Job description

Description

The Senior Administrative Coordinator provides advanced administrative coordination and operational support to the Westbrook College of Health Professions (WCHP) Dean's Office. Reporting to the Director of Finance & Administration, this role supports the functioning of the Dean's Office by coordinating administrative processes, supporting college-level initiatives, and serving as a key resource for faculty, staff, and campus partners.

Position Type

Professional Staff

Employment Status

Full Time

Months

12

Campus

Portland, ME

About The University Of New England

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands‑on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.

Educational Benefits

• UNE tuition waiver for employees, spouses, and domestic partners.
• UNE tuition waiver for dependents of employees with 1 year of full-time service.
• 50% tuition reduction if less than 1 year of full-time service.

For more information about our outstanding benefits, please visit: UNE Benefits Overview

Responsibilities

Administrative & Operational Coordination

• Provide complex administrative support to the WCHP Dean's Office, including coordination of workflows, calendars, and communications that support multiple leaders.
• Serve as a primary administrative point of contact for college-level operational questions, routing issues to the appropriate office or leader as needed.
• Maintain office procedures, shared systems, records, and files to ensure continuity and consistency across the Dean's Office.
• Coordinate logistics for college-level meetings, retreats, orientations, and special events.

Financial & Personnel Support

• Provide administrative coordination in support of the Director of Finance & Administration, including purchase orders, reimbursements, budget tracking, and data gathering.
• Assist with personnel-related administrative processes such as onboarding coordination, contract routing, evaluations, and compliance documentation.
• Maintain accurate records related to budgets, personnel actions, and operational reporting.

Academic & Program Support

• Support administrative coordination for academic, student affairs, and interprofessional initiatives led by Associate Deans and college leadership.
• Assist with accreditation-related documentation, program reviews, college-level data collection, and reporting deadlines.
• Coordinate logistics and documentation for college-wide initiatives and milestones, including ceremonies and recognition events.

Communication & Collaboration

• Draft and distribute administrative communications on behalf of college leadership.
• Serve as a liaison between the Dean's Office and academic departments to support clarity in timelines, expectations, and processes.
• Partner closely with the Senior Assistant to the Dean to ensure seamless support and appropriate division of responsibilities.
• Maintain discretion and confidentiality in all matters.

Project & Workflow Support

• Support special projects and process improvement efforts as assigned by the Director of Finance & Administration.
• May provide functional guidance to student employees or temporary administrative staff supporting college operations.
• Perform other duties as assigned.

Qualifications

• Bachelor's degree preferred; Associate's degree with equivalent experience considered.
• Minimum of 4-5 years of progressively responsible administrative experience, preferably in higher education or a similar complex organization.
• Demonstrated ability to support multiple leaders, manage competing priorities, and maintain confidential information.
• Strong organizational, communication, and problem‑solving skills.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)

Posting Number

2022PS0968P