What are the responsibilities and job description for the Administrative Specialist CL1 position at University of Maine?
Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine from 06/22/2022 through 06/28/2022 and open to external applicants thereafter.
The Administrative Specialist performs difficult and complex administrative work for FIRST; tasks are normally accomplished within well-defined procedures with occasional non-routine administrative work required. Part-time position, 20 hours per week, five days per week. Daily work hours are Monday – Friday, 10:00 to 2:00, with the possibility of flexible hours. This position pays $15.95/hour, or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit.
Essential Duties Include:
- Employee is the first point of contact for internal and external individuals visiting FIRST.
- Screens call, visitors, and mail; operates and maintains all office equipment, creates and maintains database and filing systems, processes confidential information.
- Maintains department calendar and social media accounts.
- Maintains schedules for two department conference rooms.
- Orders office supplies, composes letters, announcements, and memos.
- Maintains list of current graduate and undergraduate students and advisors.
- Assists in preparation and formatting of annual Activity Report from information supplied online and by FIRST members.
- Disseminates and collects time and effort reports for signature and supporting documentation if necessary, collect and return to ORSP by deadline three times per year.
- Processes purchasing requisitions, maintain purchasing records, verify order receipts, reconcile differences with Strategic Procurement.
- Processes requisitions for purchasing card orders, maintain purchasing card log.
- Assists faculty in preparation of proposals and reviews.
- Prepares shipping labels for outgoing packages, maintain shipping log.
- Issues parking permits for department visitors.
- Assists in preparation of student authorizations.
- Other duties and projects as needed by the Center Director or Assistant Director.
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.
Employees in the University of Maine System are required to comply with UMS COVID protocols which currently include, but are not limited to, being vaccinated, obtaining a qualified vaccination exemption, and/or participating in regular COVID testing. Further information can be found here.
Required:
- High school diploma or equivalent (G.E.D.) AND sufficient experience, including one year clerical/office experience.
- Excellent interpersonal, written, and verbal communication skills are required.
- Strict attention to detail.
- Strong customer service skills.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint).
Preferred:
- Familiarity with University administrative software: MaineStreet, Concur, Marketplace.
- Knowledge of University policies and procedures.
- Two or more years of office experience.
Materials must be submitted via "Apply For Position" below. You will need to create a profile and application; upload:
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.
Search Timeline is as follows:
Review of applications to begin: June 28, 2022
Interviews to begin no earlier than: July 5, 2022
Tentative start date: July 11, 2022
For questions about the search, please contact search committee chair Tracy Richardson at tracy.richardson@maine.edu or 207-581-2254.
Appropriate background checks are required.
The University of Maine is an EEO/AA employer, and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender expression, national origin, citizenship status, age, disability, genetic information or veteran’s status in employment, education, and all other programs and activities. The following person has been designated to handle inquiries regarding non-discrimination policies: Amie Parker, Director of Equal Opportunity, 101 North Stevens Hall, University of Maine, Orono, ME 04469-5754, 207.581.1226, TTY 711 (Maine Relay System).
