Administrative Specialist Confidential CL3

The Dean’s Office of the College of Earth, Life, and Health Sciences seeks a highly qualified person to fill the position of Administrative Specialist (Conf) CL3. This position reports directly to the Administrative Coordinator for the ELH Dean and serves as the primary first point of contact and support for the dean / director, controlling the dean’s schedule and assisting with complex assignments and projects. Maintaining confidentiality in this role is crucial, as it involves handling and protecting sensitive documents with the highest level of discretion. As part of this role, close collaboration with colleagues in the college's administration, HR, and finance departments is required to ensure the smooth and efficient operation of the college. Excellent communication and interpersonal skills are essential to engage with a diverse range of individuals, including faculty, staff, students, and external stakeholders. The College of Earth, Life, and Health Sciences is the largest college at the University of Maine, including twelve schools, departments, and multiple centers and institutions.Essential Duties and Responsibilities : Provide first point of contact support and scheduling for the Dean’s Office. Maintains the dean’s calendar, scheduling meetings and creating events with multiple parties. Assists in planning and securing travel arrangements. Evaluates impact on dean’s schedule and plans changes accordingly.Directly supports the Administrative Coordinator to the Dean with multiple administrative functions, including data entry, document stewardship, committee administration, record retention, information management, training and professional development efforts in the college, event and programming support, and special projects. Serves as the backup for processing electronic work authorizations and approving time for Dean’s Office student employees.Providing a full range of communications, both verbally and in writing, regarding non-routine questions, issues and procedures; handling the most complex and sensitive customer / student requests requiring a comprehensive understanding of relevant policies, procedures, and rules at both the college and University level; preparing individualized responses for non-routine and / or escalated issues.Utilize complex databases and various queries requiring connections between multiple tables and databases in response to non-routine issues.Researching, sorting, and summarizing a variety of non-routine data for a broad range of applications and assignments; making decisions regarding the validity and quality of available administrative data; preparing standard and non-standard summaries of relevant information utilizing multiple faculty / academic databases.Utilizes secure document signing software such as DocuSign or Adobe products with complex signature chains for official purposes.Prepares and processes various college operations and human resources forms, including appointment forms for college administration, new tenure, adjunct faculty, and temporary employees. This involves learning and using University systems, such as MaineStreet.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.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 at umaine.edu.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. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples.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 public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Learn more about what the Bangor region has to offer here () .Qualifications : Required : Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience.Excellent interpersonal skills with a proven record of teamwork, customer service, and professionalism.Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment.Excellent problem-solving and analytical skills.Proven ability to manage Excel spreadsheets.Proven attention to detail and focus on accuracy.Ability to maintain confidentiality.Experience with or demonstrated ability to learn Microsoft / SharePoint and Google application suites.Preferred : Experience in an academic settingExperience with databases, file management, shared task management software, and Adobe AcrobatOther Information : To be considered for this position you will need to “Apply” and upload the documentation listed below : 1.) a cover letter which describes your experience, interests, and suitability for the position2.) a resume / curriculum vitaeCandidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.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 February 3, 2025.For questions about the search, please contact search committee chair Adam Kirkland at adam.kirkland@maine.edu or 207-581-3202.The successful applicant is subject to appropriate background screening.In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies : Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207.581.1226, TTY 711 (Maine Relay System).Clery ActThe Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, (ASR) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts : disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. You may view the University’s Annual Security Report () . If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact : UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.