Senior Administrative Coordinator, SMEP and GMSC

University of California; Maine; On-site; USD 41,850 - 51,150; Full time

Benefits offered by this job

Health and dental plans

Retirement plan match (up to 8%)

Generous leave and holidays

UNE tuition waiver for employees

Job summary

University of New England’s School of Marine and Environmental Programs (SMEP) and Girard Marine Science Center (GMSC) seek a Senior Administrative Coordinator to provide complex administrative coordination and operational support. The role reports to the Director and supports faculty, staff, and community partners across two campus units.

The ideal candidate will excel in organization, communication, and discretion, managing calendars, meetings, and projects with professionalism.

Qualifications

• Bachelor’s degree preferred; related experience may be considered.
• 4–5 years of progressively responsible administrative experience, preferably in higher education.
• Ability to support multiple leaders and handle confidential information.
• Strong organizational, communication, and problem‑solving skills.

Responsibilities

• Provide advanced administrative coordination for SMEP and GMSC.
• Coordinate calendars, meetings, travel, and budgets.
• Serve as liaison between SMEP, GMSC, and CAS Dean’s Office.
• Support program initiatives, events, and communications.
• Supervise student employees and assist with special projects.

Skills

Administrative experience

Organizational skills

Communication skills

Problem-solving

Education

Bachelor’s degree preferred

Associate’s degree with equivalent experience considered

Job description

Senior Administrative Coordinator, SMEP and GMSC

Position Title: Senior Administrative Coordinator, SMEP and GMSC

Employment Status: Full Time

Months: 12

Campus: Biddeford, ME

The University of New England’s School of Marine and Environmental Programs (SMEP) in the College of Arts and Sciences is seeking a detail-oriented and motivated Senior Administrative Coordinator to join our team. This position provides advanced administrative coordination and operational support to the School of Marine and Environmental Programs and the Girard Marine Science Center. Reporting to the Director of the School and the Center, this role supports the functioning of these units by coordinating administrative processes, supporting school and center initiatives, and serving as a key resource for faculty, staff, campus units, and community partners.

The ideal candidate will bring strong organizational, communication, and record-keeping skills; the ability to build and maintain positive working relationships with stakeholders; and the capacity to manage multiple priorities, deadlines, and projects with discretion, professionalism, and sound judgment.

The anticipated annual salary is $46,500.

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.

Administrative and Operational Coordination

• Provide complex administrative support to the School of Marine and Environmental Programs (SMEP) and the Girard Marine Science Center (GMSC), including coordination of workflows, calendars, and communications that support the SMEP / GMSC Director.
• Serve as the primary administrative point of contact for SMEP and GMSC administrative questions; troubleshooting or routing issues to the appropriate office, staff member, or leader as appropriate.
• Maintain office procedures, shared systems, records, and files to ensure continuity and consistency across SMEP and GMSC as informed by the College of Arts and Sciences Dean’s Office.
• Coordinate logistics for SMEP and GMSC meetings, retreats, thesis defenses, and other events, including scheduling, preparing agenda, and recording/distributing meeting notes.
• Maintain office supplies and coordinate maintenance of office equipment.
• Plan visits, tours, and events with external partners.
• Provide support for community outreach and guest visits.
• Field calls from the public regarding questions or concerns.
• Maintain an active presence in two office locations – GMSC Building and Decary Hall.
• Update SMEP and GMSC bulletin boards with current news and materials.

Financial and Personnel Support

• Provide financial administrative coordination in support of the Director and school faculty and professional staff, in collaboration with SMEP / GMSC staff and CAS Dean’s Office personnel, including purchase orders, reimbursements, budget tracking, and data gathering for the SMEP budget.
• Coordinate and schedule travel for SMEP and GMSC personnel.
• Assist with personnel-related administrative processes such as search coordination, onboarding coordination, and contract routing.
• Maintain accurate records related to budgets, personnel, and operational reporting.

Academic and Program Support

• Provide administrative support for SMEP faculty and professional staff.
• Support administrative coordination for School and Center initiatives led by the School Director and School/Center leadership.
• Assist with program reviews.
• Coordinate logistics and documentation for School and Center initiatives and milestones, including ceremonies and recognition events.
• Regularly share opportunities with students using electronic platform(s).

Communication and Collaboration

• Draft and distribute administrative communications on behalf of SMEP and GMSC leadership.
• Serve as a liaison between SMEP, GMSC, and the CAS Dean’s Office to support clarity in timelines, expectations, and processes.
• Partner closely with the Dean’s Office and SMEP and GMSC staff to ensure seamless support and appropriate division of responsibilities.
• Maintain discretion and confidentiality in all matters.

Project and Workflow Support

• Support special projects and process improvement efforts as assigned by the SMEP / GMSC Director.
• May provide supervision and functional guidance to student employees supporting SMEP / GMSC operations.
• Perform other duties as assigned.

Qualifications

• Bachelor’s degree preferred; Associate’s degree with equivalent experience will be considered.
• Minimum of 4–5 years of progressively responsible administrative experience, preferably in higher education or a similarly 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.

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

This position is not eligible for H-1B visa sponsorship.