Administrative Specialist 2

This position performs a wide variety of administrative and clerical duties in support of the Department Physics. The employee will serve as the primary contact for internal and external clients including faculty, students and University staff working independently and collaboratively with the administrative supervisor to ensure timely and effective office operations. 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 $19.61/hour, or applicable transfer rate. 

Essential duties and responsibilities include, but are not limited to: 

• Screens calls and visitors.
• Processes and distributes department mail.
• Assists students with course registration. 
• Organizes and maintains files and records, including creating and maintaining confidential departmental/student/employee (personnel) files.
• Maintains department website.
• Coordinates purchasing and travel for department faculty (E&G and grant-related).
• Organizes and enters data for class scheduling.
• Enters graduate student appointment information (in conjunction with CLAS staff).
• Schedules teaching assistants to laboratory and recitation sections (in conjunction with faculty member).
• Schedules meetings and coordinates departmental events.
• Monitors, maintains and orders office and department supplies.
• In consultation with department Chair, assigns office space to faculty and graduate students; coordinate repairs and improvements, assist with access codes, keys, and accidental lockouts.
• Assists faculty, staff, and students with access to and use of office equipment including copier/printer/scanner, laptops & desktop computers, A/V equipment, and other University software & hardware.
• Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect. Builds productive relationships with internal and external constituents.
• Performs other reasonably related administrative duties as assigned.

About the University:
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. 

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. Visit the Maine Office of Tourism to learn more about what the Bangor region has to offer.

Qualifications:
Required:

• High school diploma or equivalent (G.E.D.).
• Effective oral, written, and interpersonal skills.
• Demonstrated ability to manage multiple tasks with consistent attention to detail and a high level of accuracy.
• Demonstrated skills in prioritization and workload management.
• Strict attention to detail and to confidentiality.
• Commitment to a high level of customer service and professional conduct toward members of the public from a diversity of backgrounds.
• Familiarity with standard software packages including Microsoft Word, Excel, and PowerPoint and demonstrated aptitude to learn additional platforms (for example, MaineStreet, Infosilem, Google Workspace, WordPress, Zoom).
• Ability to develop and maintain professional relationships that reflect courtesy, civility and mutual respect.

Preferred:

• Administrative experience in a similar office position.
• Familiarity with University software such as MaineStreet, Marketplace, Qualtrics, Concur, and cloud-based storage (i.e., SharePoint and/or Google Drive).
• Knowledge of University policies and procedures.
• College degree.
   

For questions about the search, please contact search committee chair John Thompson at [email protected] or 207-581-1016.