Administrative Specialist CL3

Administrative Specialist

The Administrative Specialist serves the School of Biology and Ecology (SBE) as a primary contact person and a member of the administrative team that contributes to a professional and efficient office. This position will interact with a diverse group of faculty, professional staff, classified staff, and students. Responsibilities will also include collaborating with SBE staff and faculty to ensure the smooth operation of the academic programs and high-quality service to students. Full time, regular, 40 hours per week, 5 days a week. Daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour.

Essential Duties and Responsibilities

• Manages student course changes, enrollment, course schedules, Infosilem, and Mainestreet queries. Conducts queries on Mainestreet and tracks SBE data relating to academic matters, SBE committees, and graduate and undergraduate student workers.
• Manages paperwork for appointments, including working with Financial Managers and payroll, for SBE employees including adjuncts, graduate teaching and research assistants, undergraduate student workers and others. Acts as backup approver of student hours.
• Acts as first point of contact for internal and external matters over the phone, email ([email protected]), and from drop-ins to the main office which include faculty, students, parents, the news media, and the public. Acts as building manager for Murray Hall and deals with emergencies or other issues.
• Oversees disbursement of communications, academic information, collection/review of information, reminders of deadlines and submission to SBE, the college and other units. Has administrative responsibility in student and faculty related matters, academic requests, and other school related matters that make up the day to day operation of SBE.
• Provides administrative and logistical support to SBE leaders and committees including managing documents, scheduling of meetings and other tasks. Assists in interpreting university policies and procedures pertaining to faculty and student matters.
• Coordinates student field trips, Schoodic trip and Adventure Semester, including reserving vehicles, and collects safety information, evening and weekend trip forms, and maintains information in case of emergency.
• Assists with training and supervision of undergraduate and graduate students (hired as needed) in office tasks.
• Assists in coordinating events for recruitment, open house, orientation, seminars, graduate proposals and defenses, and other programs
• Performs other reasonably related administrative duties as assigned by the Director of the School of Biology and Ecology.

Qualifications: Required:

• 60 credits or more of higher education or equivalent work experience and training; and three years' administrative support experience.
• Excellent interpersonal skills with a proven record of teamwork, customer service, and professionalism.
• Excellent organizational skills with the ability to independently prioritize, multitask, and complete work in a fast-paced environment.
• Proven attention to detail and focus on accuracy.
• Strong computer skills, including experience with Microsoft Office, Excel, and Google.

Preferred:

• Experience with MaineStreet, Salesforce/TargetX, and publishing software