Administrative Specialist CL

Overview

The University of Maine at Farmington (UMF) seeks a detail-oriented Administrative Specialist to serve as the operational hub for the Ferro Alumni Center and the Marketing and Communications Department. This position supports both the Alumni/Advancement and Marketing/Communications teams and plays an important role in donor relations, event planning, and the daily pulse of campus life. The starting rate is $19.61 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit.

Example of responsibilities including but not limited to:

• Donor & Alumni Relations: Maintain gift logs and prepare professional tax receipts and thank-you correspondence.
• Digital & Social Media Support: Provide administrative support regarding alumni social media and marketing materials.
• Office & Logistics Management: Serve as the primary point of contact for the Ferro Alumni Center, managing room reservations, procurement, travel, and calendar management for the Director of Marketing.
• Financial Stewardship: Process invoices and purchase orders, manage corporate card reconciliations, and handle sensitive financial and donor information with high confidentiality. Processing purchase orders, posting accounts for billing, as well as processing cash, checks and accounts receivable.
• Event & Campus Support: Provide hands-on assistance for community events, alumni gatherings, and Commencement ceremonies.
• Communications: Handling verbal and written communications for a broad range of questions, issues and requests, preparing customized memos and related communications for non-routine issues; identifying needs of various parties to determine appropriate response.
• Planning and Coordinating: Simple projects and events.
• Writing: Creating simple to moderately complex queries using well defined tables; establishing links between common tables and databases; information requests may be routine or non-routine.

Complete job description

Required Skills & Core Competencies

• Communication & Professionalism: Exceptional written and interpersonal skills for fielding inquiries from alumni, donors, and the public.
• Customer Service: Providing exemplary customer service.
• Adaptability: The ability to pivot effectively with changing campus priorities.
• Technology: Demonstrated use of various digital platforms and ability to learn new technologies (including but not limited to Microsoft Office, Google Suite, Advance, CRM, Give Campus, Concur, etc.) quickly.
• Organization: Proven ability to manage time effectively and handle high-volume administrative tasks with precision.
• Problem Solving: Approaches challenges with a positive, solution-oriented mindset, identifying effective resolutions to complex or sensitive issues.
• Initiative: Anticipates office/department needs and independently initiates action to improve workflow efficiency and service delivery.

Required Qualifications

• High School diploma or equivalent.
• Sufficient experience, including two (2) years administrative support experience.

Preferred Qualifications

• Experience in higher education or alumni relations; proficiency with advancement-specific platforms (Advance/CRM).
• Military administrative experience is valued; candidates with Yeoman (YN), Personnel Specialist (PS), Administrative NCO, or 42A (Human Resources Specialist) backgrounds are encouraged to apply.

The University of Maine at Farmington offers a highly competitive benefits package that includes holiday and sick time, medical, dental, and vision insurance, life insurance, short- and long-term disability insurance, a tuition waiver program for employees and eligible dependents, retirement plan options, and more. Visit our benefits website to learn more.

The University of Maine at Farmington employees are Mandatory Reporters with certain exemptions for licensed professionals and interns when working in their capacity as providers.

Application Requirements:

• Cover Letter
• Resume/Curriculum Vitae
• Contact information for three (3) professional references

We are not able to consider applicants who require any visa sponsorship support.

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 pm EST on Tuesday, February 10, 2026
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The successful applicant is subject to appropriate background screening.

Equal Opportunity Statement

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. The System does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, age, disability, genetic information, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment.

The System…