Administrative Coordinator

The Administrative Coordinator performs a wide variety of clerical and administrative tasks to support the Health Promotion Studies Program.

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.

• UNE tuition waiver for employees, spouses, and domestic partners.
• UNE tuition waiver for dependents of employees with 1 year of full-time service.
• 50% tuition reduction if less than 1 year of full-time service.
• Manage daily administrative operations for the Health Promotion Studies Department - supporting 4 undergraduate programs: public health, nutrition, occupational studies and bachelor of social work.
• Maintain office supplies and inventory and coordinate maintenance of office equipment as needed.
• Serve as the primary administrative contact for students, staff, faculty, vendors, alumni and other departments.
• Plan and execute program-related events.
  • Including but not limited to room reservations, catering, facilities work orders, IT tickets, materials and general logistics.
• Prepare and format correspondence, reports, instructional materials, and program documents.
• Perform specialized administrative or project related tasks as needed.
• Complete other duties as assigned to support the Health Promotion Studies Program.
• Identify workflow challenges and provide recommendations to improve administrative processes.
• Support alumni engagement efforts through coordination of communications, events, and outreach activities.
• Coordinate green office certification activities and support departmental sustainability initiatives.

• Provide ongoing administrative support to 7 faculty members across four undergraduate programs.
• Manage calendars, schedule meetings and rooms and book travel arrangements.
• Assist with biannual faculty advising and program documentation processes and procedures.
• Coordinate program-related projects by tracking timelines, organizing tasks, and supporting timely completion of deliverables.
• Schedule department meetings, and manage agendas and meeting notes.
• Coordinate communications and information sharing across faculty and programs.
• Respond to inquiries from students, faculty, professional staff, alumni and other departments.
• Explain program and University policies and procedures in a clear and professional manner.
• Coordinate services and resolve routine issues, escalating complex matters as appropriate.
• Collaborate regularly with faculty, University offices, and external partners to support program needs.
• Provide guidance to faculty and staff on administrative processes and procedures. Committed to actively fostering a welcoming culture of belonging and inclusion.

• Organize and maintain various departmental files and records, frequently involving cross filing and cross-referencing of systems.
• Maintain databases, logs, and tracking systems to support program operations and ensure data accuracy. Maintain information systems including but not limited to (budget, enrollment, alumni, travel, expenses)
• Compile and organize data to support reporting needs. Ensure information is accurate, accessible, and maintained in compliance with University standards.
• Initiate, monitor and process financial and administrative documents and forms related to program operations.
• Provide bookkeeping by monitoring expenditures, preparing and submitting…