Administrative Specialist CL2

This position performs a wide variety of administrative and clerical duties in support of the Department of Art. The employee will serve as the primary contact for internal and external clients including faculty, students, and University staff, working independently and collaboratively with the administrative supervisor to ensure timely and effective office operations. Full-time, regular position, 40 hours per week. Normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $20.28/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

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

• Screens calls and visitors.
• Maintains multiple department financial accounts and budgets, including processing transactions, tracking spending, providing financial reports upon request, and coordinating with Dean’s Office financial staff.
• Organizes, shares, and files department records.
• Manages the ordering and tracking of materials/supplies for the department office and several art studios across campus.
• Arranges travel for faculty and guest speakers/artists.
• Processes and files paperwork related to contracts for faculty, staff, and professional services.
• Assists with course scheduling and student registration.
• Manages the hiring and compensation of student employees.
• Communicates with Facilities Management and custodial staff to ensure proper maintenance of department buildings and spaces.
• Assists with planning special events, such as gallery receptions.
• Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
• Builds productive relationships with internal and external constituents.
• Performs other reasonably related administrative duties as assigned.

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:

• High school diploma or equivalent (G.E.D.)
• Effective oral, written, and interpersonal skills
• Demonstrated ability to manage multiple tasks with consistent attention to detail and a high level of accuracy
• Demonstrated skills in prioritization and workload management
• Strict attention to detail and to confidentiality
• Commitment to a high level of customer service and professional conduct toward members of the public from a diversity of backgrounds
• Familiarity with standard software packages including Microsoft Word, Excel, and Powerpoint and demonstrated aptitude to learn additional platforms (for example, MaineStreet, Infosilem, Google Workspace, WordPress, Zoom)
• Ability to develop and maintain professional relationships that reflect courtesy, civility and mutual respect

Preferred:

• Familiarity with University of Maine
• Familiarity with University software such as MaineStreet, Marketplace, Qualtrics, Concur, and cloud-based storage (i.e., One Drive, and/or Google Drive)
• Knowledge of University policies and procedures
• College degree
• Administrative experience in a similar office position

Other 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 position
2.) a resume/curriculum vitae

Candidates 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 4:30 p.m. EST on February 28, 2025.

For questions about the search, please contact search committee chair Justin Wolff at justin.wolff@maine.edu or 207-581-3246.

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).