Administrative Specialist CL

Full-time, regular position, 40 hours per week, 10-month work year (August 1st through May 31st). Normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $20.39/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

Essential duties and responsibilities include, but are not limited to:

• Serves as the primary point of contact for the Dean’s Office by screening calls and welcoming visitors.
• Represents the Dean’s Office through high‑level verbal and written communications, addressing non‑routine questions and sensitive constituent issues.
• Handles complex and escalated student or constituent requests that require a comprehensive understanding of University policies, procedures, and rules.
• Maintains the daily operations of the Dean’s office suite to ensure the smooth functioning of all administrative areas.
• Coordinates room reservations for all Memorial Union meeting rooms, conference spaces, and outdoor areas such as the mall, patio, and MLK plaza.
• Manages comprehensive meeting and event logistics for the Dean’s Office, ranging from internal staff sessions to division‑wide community events.
• Supervises student employment for Student Life, including hiring, training, scheduling, and approving payroll.
• Facilitates purchasing and travel arrangements for department staff, including Concur reporting for E&G and grant‑related accounts.
• Supports the Dean in analyzing and preparing budget spreadsheets, researching expenditures, and developing departmental budget recommendations.
• Prepares reports, presentations, and data summaries for the Dean’s Office, encompassing both routine and non‑routine information.
• Assists staff and students with the operation of office equipment, A/V systems, and University‑specific software and hardware.
• Troubleshoots basic technological issues and coordinates advanced IT support through the official ticket system.
• Monitors, maintains, and orders office supplies while facilitating regular equipment maintenance.
• Processes cash and check transactions and maintains accurate records of all collections.
• Manages key distribution for the Memorial Union and processes work orders for the Memorial Union, Counseling Center and the Center for Accessibility and Volunteer Engagement (CAVE).
• Builds and maintains professional relationships with internal and external stakeholders based on courtesy, civility, and mutual respect.
• Ensures strict adherence to FERPA guidelines and confidentiality agreements when handling sensitive information.
• Serves as an active member of the building management team.
• Supports the development of office policies and procedures to improve departmental efficiency and functions.
• Provides administrative support for special projects as assigned by the Dean’s Office leadership.
• Performs other general administrative and reasonably related duties as required to support the department.

Benefits:

• Tuition benefits for employees and dependents.
• Comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long‑term disability.
• Retirement plan options.

Qualifications:

Required:

• High school diploma or equivalent (G.E.D.) and at least two years of administrative support experience.
• Experience with budgeting, finances or cash management.
• Excellent customer service skills and experience working in a fast‑paced environment.
• Professional phone skills and interpersonal communication abilities.
• Ability to maintain confidentiality and possess excellent judgement and character.
• Computer skills with spreadsheet experience and web‑based software experience.
• Ability to work independently and multitask while supporting multiple offices throughout the building.
• Flexibility for occasional nights and weekend work.

Preferred:

• Experience working at an institution of higher education, especially with student interaction.
• Previous experience with university software specific to purchasing and budget management.
• Familiarity with human resource processes and practice.

The University of Maine System is an equal‑opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable…