Administrative Specialist CL3 at UMS

Orono, Maine, United States -

Full Time

Start Date

Immediate

Expiry Date

28 May, 26

Salary

21.09

Posted On

27 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Correspondence Composition, Data Maintenance, Record Review, File Organization, Budget Tracking, Expenditure Monitoring, Bookkeeping, Payroll Tasks, Work Prioritization, Staff Training, Interpersonal Skills, Data Analysis, Critical Thinking, Communication, Excel, Google Sheets

Industry

Higher Education

Description

Full time, regular, 40 hours per week, 5 days a week. Daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour. Essential duties and responsibilities include, but are not limited to: * Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials. * Provides complex administrative support which may include preparing and delivering presentations, maintaining department data, preparing and distributing department documents; performs the duties of assigned staff. * Reviews and corrects a variety of data, confidential records, and information for the department. * Organizes and maintains files, including creating and maintaining confidential department/employee/student files; files documents alphabetically, numerically, or by other prescribed methods. * Tracks a budget, monitors expenditures, and/or performs basic bookkeeping, reporting and/or appropriate payroll tasks. * Prioritizes and assigns work to assigned staff; monitors the performance of assigned staff; trains staff on work methods and procedures. * 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 [http://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. 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. Visit the Maine Office of Tourism [https://themainehighlands.com/places-to-visit/greater-bangor-region/] to learn more about what the Bangor region has to offer. Qualifications: Required: * 60 credits or more of higher education or equivalent work experience and training; AND three years of administrative support experience. * Working knowledge of organizational structure, workflow, and operating procedures. * Exceptional interpersonal skills and the ability to interact effectively with a wide range of individuals and constituencies in a diverse community. * Ability to develop good working relationships with faculty and staff. * Ability to perform complex tasks, prioritize multiple projects, and analyze, summarize and effectively present data. * Excellent follow-through and ability to direct work to meet deadlines. * Strong analytical, computer, critical thinking and communication skills, both verbal and written, must be demonstrated. * Knowledge of Excel/Google Sheets is a must. * Must maintain confidentiality and have integrity. Preferred: * A bachelor's degree or a minimum of 3 years working in higher education or an equivalent mixture of postsecondary education and relevant work experience. * Experience reporting to a senior administrator. * Prior project management experience. 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 March 16, 2026. The successful applicant is subject to appropriate background screening. The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis 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, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling 207.581.1226, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at www.maine.edu/title-ix/ [http://www.maine.edu/title-ix/]. Clery Act The 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 [https://umaine.edu/police/clery-annual-safety-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.

Responsibilities

The specialist will compose, edit, and review various documents, provide complex administrative support including preparing presentations and maintaining department data, and organize confidential files. Duties also involve tracking budgets, monitoring expenditures, and performing basic bookkeeping or payroll tasks.