Administrative Specialist

To provide professional service to the students, faculty, and staff at the University of Maine Hutchinson Center by coordinating and assisting with several critical functions including, but not limited to managing and coordinating all aspects of the UMS distance education program such as room scheduling, faculty testing, evaluations, library services, and technology. Supporting professional development programs and conference services by providing excellent customer service while maintaining a welcoming environment, supporting IT and AV needs, assisting with facility preparation and clean up, answering questions, troubleshooting problems, and communicating with others about issues that arise.  In addition, this position provides critical support for academic services by managing the advising schedule and processing registrations. As the first point of contact at the Hutchinson Center (front desk reception) and is responsible for providing professional customer service. This is a full-time, fixed-length position (November to August), 40 hours per week, 5 days a week. Daily work hours Monday through Friday, 8:00am to 4:30pm with a half-hour for lunch. This position pays $17.69/hour.

Essential Duties and Responsibilities:

• Verifies and edits the work of others.
• As the first point of contact at the Hutchinson Center (reception) this position is responsible for providing professional customer service.
• Supports and provides administrative leadership for community events, workshops, PD programs and conferences.
• Supports several databases.
• Serves as the site coordinator for distance education.
• Supports on site events, conferences, community events and programs.
• Trains student workers about all procedures relating to distance education.
• Supports simple marketing projects as needed.
• Provides a full range of communications, verbally and written, regarding non-routine questions, issues and procedures. Answer front desk phone calls.
• Interprets policies and procedures in order to provide support and direction to internal/external parties.
• Supports and troubleshoots technical problems including all AV and VC equipment.
• Schedules academic advising appointments.
• Assists with student class registration as needed.
• Edits, proofs and compiles reports and class schedules, composes announcements, attends meetings, takes and prepares minutes, prepares presentations, charts, graphs, assists with marketing and advertising material preparation and dissemination, etc. under the direction of senior staff.
• Uses proper judgment in handling issues from students, parents, faculty, staff and the public.
• Identifies needs of various parties to determine appropriate response
• Plans and coordinates simple projects and events.
• Communicates with UMaine System faculty regarding exams and coursework for students taking live, online and distance courses.
• Coordinates and processes course evaluations with Department Chairs.
• Manages Inter-Library Loan Program.
• Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
• Builds productive relationships with internal and external constituencies.
• Commits to organizational improvement by identifying opportunities to improve, and recommending possible alternatives for a situation.
• Manages CEU complete process (application, completion form, CEU transcript and billing) internal/external to UM/FHC. Internal to FHC, manages CEU application for PD programs.
• Performs other reasonably related duties as assigned.

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.

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 on our Together for Maine website.

Qualifications:

• Required:
  • High School Diploma and at least two years of relevant administrative experience.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Demonstrated ability and commitment to provide outstanding customer service.
  • Demonstrated ability to work creatively under supervision and to manage multiple tasks and deadlines on a daily basis.
  • Computer fluency with standard software programs.
  • Knowledge of University of Maine administrative policies and procedures.
  • Some knowledge of demographics within the service delivery area of the center is preferred.
  • Ability to plan, delegate, critique and manage multiple projects with multiple staff members.
• Preferred
  • IT and VC experience preferred, but must be willing to learn and become competent with all technology required supporting all Hutchinson Center operations.

Other Information:
Materials must be submitted via “Apply For Position.”

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: October 10, 2022
Interviews to begin no earlier than: October 13, 2022
Tentative start date: November 1, 2022

For questions about the search, please contact search committee chair Sam Overlock at samuel.overlock@maine.edu.

Appropriate background checks are required.

The University of Maine is an EEO/AA institution 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: Director of Equal Opportunity, 101 Boudreau Hall, University of Maine, Orono, ME 04469-5754, 207.581.1226, TTY 711 (Maine Relay System).
Length:
Fiscal Year (12 Months)
Required Documents:
Cover Letter, References, Resume/CV