Administrative Specialist CL3

Job Description

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.

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 benefits for 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:

• 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

Other Information:

To be considered for this position you will need to "Apply" and upload the documentation listed below:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on March 24, 2025.

For questions about the search, please contact search committee chair Seanna Annis.

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.