The Administrative Specialist serves in the Division of Marketing and Communications as an essential member of the administrative team that contributes to a professional and efficient office, specifically working with the Chief Marketing and Communications Officer and with diverse members of the University of Maine internal and external constituencies. This position also provides administrative event support to the office of the President under the guidance of the Chief of Staff. Strong understanding and familiarity with the organization and activities of the University of Maine are important aspects of this position. Full-time, regular position, 40 hours per week, 5 days per week. Daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $19.02/hr or applicable transfer rate.

Essential Duties and Responsibilities:

• Serves as the main point of contact for the division; responsible for providing a welcoming and hospitable greeting to visitors to the division, both internal and external, and is one of the main phone contacts for general inquiries from the public. Deals on a regular basis with a wide range of questions, necessitating a comprehensive understanding of policies, etc., and a sound institutional knowledge, and frequently requiring research to provide accurate and appropriate verbal or written responses. Fields requests from the media. Responds to a broad variety of questions and requests from staff both within and outside the division.
• Responsible for the budget for the division, including payables, receivables, account reconciliation, and assisting with the preparation and management of the budget in compliance with University of Maine policies and procedures.
• Purchases supplies, equipment and services for the division via purchase orders on MaineStreet and Purchasing Card; maintains PCard records; assists division staff with travel arrangements including submitting expense reports on Concur
• Arranges contracts with freelance workers (photographers/videographers, writers and others), requiring a comprehensive understanding of policies, procedures and rules, especially with regard to procurement guidelines and insurance requirements, and sometimes necessitating communication with high levels of Strategic Procurement and Risk Management personnel.
• Communicates with Human Resources regarding a variety of staff-related issues and needs, requiring sensitivity, confidentiality and understanding of policies, rules and procedures; coordinates personnel searches; assists with coordination of annual performance assessments for the division.
• Completes hiring paperwork for student employees
• Provides clerical, scheduling and organizational support to the Chief Marketing and Communications Officer
• Responsible for compiling and maintaining several databases, which may include lists involving high-profile invitations, academic honors and magazine circulation requiring researching, sorting and summarizing a variety of information.
• Manages UMaine’s public calendar of events on umaine.edu, a high institutional priority. Takes content from multiple sources, edits to ensure consistent formatting in accordance with UMaine’s standards, research additional content, endeavors to make the calendar as comprehensive and accurate as possible and ensures that calendar items are posted timeously.
• Maintains an efficient office by conducting filing, maintaining office equipment and ordering office supplies.
• Maintains and updates contact lists for athletic and other events for the Office of the President.
• Drafts, sends and tracks RSVPs for events in the President’s office and provides follow-up as needed.

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.

Required:

• 60 credits or more of higher education or equivalent work experience and training AND including two years of administrative/office experience.
• Excellent interpersonal skills with a proven record of teamwork, customer service and professionalism.
• Excellent organizational skills with the ability to independently prioritize, multi-task and complete work in a fast-paced environment.
• Proven attention to detail and focus on accuracy.
• Strong computer skills, including experience with Microsoft Office, Excel, and Google.

Preferred:

• Experience with MaineStreet, especially General Ledger and Marketplace, and other institutional software such as Concur and HireTouch is highly desirable
• Previous experience with financial administration.

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae
3.) contact information for three professional references

You will also need to submit the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status forms. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For questions about the search, please contact search committee chair Michael Kirby at mike.kirby@maine.edu.

Appropriate background checks are required.

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 nondiscrimination policies: Director of Equal Opportunity, 5748 Boudreau Hall, Room 101, Orono, ME 04469-5754, 207-581-1226, TTY 711 (Maine Relay System).