Administrative Specialist CL; Confidential

The Administrative Specialist CL3 (Confidential) provides core high-level administrative, operational, and executive support across three distinct units within the College of Earth, Life, and Health Sciences (ELH) Dean’s Office:
Executive Leadership, the Academic Support Center, and the ELH Finance Office. Reporting to the Administrative Coordinator, this role serves as a primary contact and maintains strict confidentiality and discretion while managing non-routine assignments, sensitive documentation, and complex workflows.
Full-time, regular position, 40 hours per week, 5 days per week. Normal daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.93/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

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

• Provides high-level administrative support to the Dean and Associate Deans, serving as the first point of contact in the office, managing complex calendars and multi-party scheduling, and coordinating travel arrangements.
• Manages secure, time-sensitive document workflows, including complex electronic signature processes via systems such as Docu Sign and Adobe, ensuring proper routing, completion, and recordkeeping.
• Uses and maintains complex administrative databases and tracking systems, using multi-table queries, document tracking, and workflow management to address non-routine operational needs. Examples include sabbatical reports, gift reporting, professorship tracking, and emeritus/emerita requests.
• Supports the planning and execution of College events, communications, and initiatives, coordinating logistics, preparing materials, and communicating critical information to faculty, staff, guests, and other stakeholders. Examples include the ELH Newsletter, Celebration of Excellence, and annual events for faculty and staff.
• Front office point of contact for all visitors (undergraduate students, etc.), providing first-line support for enrollment.
• Monitor and manage the general email inbox for student/faculty questions; process forms such as DPS, Withdrawals, Academic Standing checks, and Processing readmissions; answer the phone; assist students in filing out forms.
• Process Finance Office GAAF and summer-salary documentation.
• Verification of Job Data, use and stewardship of Smartsheet and Excel information.
• Maintains faculty and staff personnel files, assists the Administrative Coordinator with faculty annual reviews, and supports the faculty and staff evaluation and promotion processes.
• Supports ad hoc projects from within the Dean’s Office. Performs other duties of a similar nature or level.

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 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…