Administrative Specialist CL

Administrative Support Position

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.

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 . 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…