Administrative Specialist CL3 at UMS

Orono, Maine, United States -

Full Time

Start Date

Immediate

Expiry Date

07 Sep, 26

Salary

21.09

Posted On

09 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Communications, Data Management, Outreach Coordination, Reporting, Microsoft Office Suite, Google Workspace, Project Coordination, Record Keeping, Event Coordination, Content Creation, Analytical Skills, Written Communication, Verbal Communication, Organizational Skills, Attention To Detail

Industry

Higher Education

Description

The University of Maine System is seeking a highly organized and collaborative Administrative Specialist CL3 - Communication and Data Specialist to support the Risk and Safety Management (RMS) Department. This position provides administrative, communications, outreach, and data management support for department programs and initiatives that promote workplace safety, environmental stewardship, and regulatory compliance across the University of Maine System (UMS). The successful candidate will coordinate communications and outreach activities, support training and educational initiatives, maintain records and reporting systems, prepare data summaries and reports, and assist with the development and distribution of materials that support department goals. This position serves as an important operational resource for department staff and stakeholders while helping ensure consistent communication, effective documentation, and accurate reporting. Essential Duties Communications and Outreach * Coordinate and support department communication and outreach activities. * Assist in the development and distribution of educational, informational, and promotional materials. * Create and maintain content for websites, newsletters, social media platforms, training announcements, and other communication channels. * Coordinate outreach efforts with internal departments and external stakeholders. * Ensure communications are consistent with University branding, accessibility standards, and departmental objectives. Training and Event Coordination * Coordinate training programs, workshops, meetings, and outreach events. * Manage registrations, attendance records, schedules, and related communications. * Assist with the preparation of presentations, training materials, and educational resources. * Support department efforts to promote safety awareness and engagement across the University System. Data Management and Reporting * Maintain databases, spreadsheets, records, and reporting systems. * Compile, analyze, and summarize data for routine and non-routine reports. * Prepare reports, dashboards, and informational summaries to support departmental operations and decision-making. * Monitor data quality and assist in maintaining accurate records and documentation. Documentation and Administrative Support * Maintain electronic and physical filing systems, records, and departmental documentation. * Prepare correspondence, reports, meeting materials, and other business documents. * Coordinate document review, updates, distribution, and retention activities. * Provide administrative support for departmental projects and operational activities. * Respond to inquiries and assist members of the University community in accessing department resources and services. This is a full-time, regular position, 40 hours per week. Monday through Friday, 8:00am to 4:30pm. A hybrid schedule may be available after six months. This position pays $21.09 per hour (non-negotiable), or the applicable transfer rate in accordance with the ACSUM collective bargaining agreement. In addition, the UMS offers a highly competitive benefits program that includes: * 13 paid holidays plus earned vacation time and sick time * Health, dental and vision insurance * Low-cost short-term disability insurance and employer-paid long-term disability insurance * Employer-paid basic life insurance and supplemental life insurance * A tuition waiver program for employees and their spouse or dependent child(ren) * A 403(b)-retirement plan with employer contribution Qualifications * 60 credits or more of higher education or equivalent work experience and training * Three years of administrative, communication, project coordination, data management, or related experience * Strong written and verbal communication skills * Experience maintaining records, data bases, spreadsheets, or reporting systems * Demonstrated organizational skills and ability to manage multiple priorities * Proficiency with Microsoft Office Suite, Google Workspace, and related business software * Strong attention to detail and commitment to accuracy. * Ability to analyze, organize, and present information clearly and accurately. * Skills in preparing reports, presentations, and communications materials. * Ability to maintain confidentiality and handle sensitive information. * Ability to interpret and apply established policies and procedures. How to Apply: Materials must be submitted via “Apply Now” below. You will need to complete an application and upload the following: 1. A cover letter that describes your experience, interests, and suitability for the position. 2. A resume/curriculum vitae. Important items to know about the recruitment process: * Review of applications will begin immediately. For full consideration, application must be submitted on or before June 29,2026. * Materials received after the initial review date will be reviewed at the discretion of the University. * Incomplete application materials cannot be considered. * Candidates selected to proceed to the final stages of the search process will be requested to provide three (3) names and contact information for references. * The successful applicant is subject to appropriate background screenings. * We are not able to consider applicants who require Visa sponsorship. 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

Provide administrative, communications, and data management support for the Risk and Safety Management Department. Coordinate outreach activities, maintain reporting systems, and support training initiatives to promote workplace safety and regulatory compliance.