Administrative Specialist (CL3)- Academic Affairs - Maine's Public Universities : Job Details

Job DescriptionThe University of Maine at Presque Isle seeks to hire an Administrative Specialist (CL3) to work in the Academic Affairs Office. The Administrative Specialist will support and provide quality, accurate, timely, and efficient administrative support to the Office of the Provost and assist in managing the daily needs of students, faculty, and staff. The Administrative Specialist CL3 will perform administrative and clerical work which requires extensive procedural knowledge and organizational skills. Work involves considerable internal and external contacts as well as handling verbal and written communications for a broad range of questions. The ability to work as part of a team is essential, as are providing exemplary customer service, maintaining confidentiality, the ability to manage multiple tasks and prioritize, and the ability to work in a diverse environment with many interruptions. This position works under minimal supervision.The starting rate for this full time, 12 month, non-represented, confidential position is $19.59 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit. In addition, the University will contribute up to a 4% matching contribution to the UMS retirement plan. Additional benefits include medical, dental, vision, and tuition waiver programs for employees and dependents. The UMS is a recipient of the Wellness Councils of America's Well Workplace Award and offers a wellness program. Visit our benefits website to learn more.Key Responsibilities include (not limited to):

• Assist in the recruitment and onboarding processes of part-time and full-time faculty.
• Disseminate Academic Affairs communications to various audiences
• Assist Academic Affairs administration with review of course schedules
• Assist with collection and archiving of syllabi
• Organize, review and track data in spreadsheets and other formats for multiple purposes
• Assist in preparation and dissemination of Dean's List letters
• Create Peer Review Portfolios for new faculty and support academic affairs-focused administrative processes related to the peer review process.
• Assist the Provost with the sabbatical process (application, nominations of professorships, etc.).
• Assist with planning various academic affairs-oriented ceremonies and events.
• Attend various academic affairs- oriented ceremonies and events to provide organizational and logistical support.
• Coordinate and schedule meetings.
• Support coordination of student workers within Academic Affairs
• Record, organize, and disseminate minutes of meetings as assigned.
• Coordinate and schedule meetings
• Process purchase orders and post accounts for billing.
• Prepare vendor contracts; procure certificates of insurance and ensure accurate expensing processes
• Process financial transactions for a broad range of accounts and sources; ensuring appropriate processing of routine and non-routine transactions; identifying balancing errors and providing appropriate fixes.
• Assist with other administrative tasks as deemed necessary

QualificationsRequired

• Sixty credits or more of higher education or equivalent work experience and training; and three years of administrative support experience or comparable experience
• Ability to exercise independent judgment and initiative
• Knowledge and significant strength with Microsoft Word, Excel, Power Point.
• Ability to multitask and work under pressure with short timeframes for project completion.
• Ability to interface with various audiences and members of the public
• Ability to maintain confidentiality.
• Ability to accomplish large projects on employment contracts for programs.
• Ability to successfully support both the Office of Academic Affairs with verbal and written communications for a broad range of needs, preparing customized memos and related communications for non-routine issues; identifying requirements of various parties to determine appropriate response.
• Ability to work independently and as part of a team
• Ability to plan, coordinate, and prioritize simple and complex projects and events.

Preferred

• Knowledge with MaineStreet
• Previous accounting or budgetary administrative experience
• Knowledge of Google Drive and One Drive
• Experience working with diverse audiences; knowledge of diversity, equity, and inclusion, and understanding of equal opportunity, affirmative action, and civil rights policies

For all job requirements and required duties please review the complete job description. To apply click on Apply Now below or visit the UMPI Careers Page at For your application to be considered complete, you must submit a cover letter and a resume. Finalist candidates will be asked to provide names and contact information for references. Review of applications will begin immediately. The position will remain open until a suitable candidate if found. The University is not able to consider applicants who require Visa sponsorship support.A background screening will be conducted for the successful candidate. About the UniversityFor more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment. Further information about the University of Maine at Presque Isle can be found at The university sits on 150 acres surrounded by the rolling hills and potato fields of northern Maine and the university strives to be the region's premier learning institution while helping to stimulate cultural and economic development in Aroostook County and the State of Maine. The university serves as an educational and cultural center for the area and its facilities are utilized for lectures, programs, concerts, dance performances, exhibits, and plays that benefit the entire region.Learn more about what Aroostook County has to offer here.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. If you have any questions, contact Safety and Security 111 Campus Center 181 Main St., Presque Isle, ME 04769 Phone: (207) ###-####Equal Opportunity Statement- 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 non-discrimination policies: Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207-###-####. TTY 711 (Maine Relay System).About UsAbout the University of Maine SystemThe University of Maine System (UMS), established in 1968, consists of seven universities and the University of Maine School of Law, spread across various locations in Maine. UMS provides system-wide services and governance from these locations, leveraging the distinct strengths and collaborations among its institutions to advance strategic priorities for UMS and the state of Maine.Choosing UMS means opting for a high quality of life supported by excellent benefits such as tuition waivers, robust retirement contributions, and comprehensive insurance coverage including medical, dental, vision, life, and disability. Maine's diverse landscapes, from accessible wilderness and rugged coastline to urban centers and rural communities, offer numerous cultural activities, strong public schools, safe neighborhoods, and high-quality healthcare. Discover more about Maine's exemplary lifestyle on the Maine Office of Tourism website.About the TeamFor more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment. Further information about the University of Maine at Presque Isle can be found at The university sits on 150 acres surrounded by the rolling hills and potato fields of northern Maine and the university strives to be the region's premier learning institution while helping to stimulate cultural and economic development in Aroostook County and the State of Maine. The university serves as an educational and cultural center for the area and its facilities are utilized for lectures, programs, concerts, dance performances, exhibits, and plays that benefit the entire region. Learn more about what Aroostook County has to offer here.