Administrative Specialist

The University of Maine School of Social Work, part of the College of Earth, Life, and Health, provides both undergraduate (BSW) and master’s degrees (MSW) in social work, both on the University of Maine’s campus in Orono and online. In AY25-26, the School of Social Work has approximately 100 enrolled BSW students, 150 MSW students, 12 full-time faculty and/or staff, and 15 part-time faculty. The School is seeking a permanent, full-time Administrative Specialist CL3 to provide essential support in the areas of finance, personnel-related, and student support tasks. Full-time, regular position, 40 hours per week, 5 days per week. Normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.93/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement. 

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

• Serving as the primary point of contact for students and the public by staffing the main office.
• Providing undergraduate and graduate student support including enrollment, change of major and transfer students, maintaining and distributing advisee lists, tracking progression, form processing, file management, and pre-screening graduate student applicants.
• Providing procurement services for the School of Social Work including purchasing, processing travel and expense reports in the Concur system. Provides accounts receivable and accounts payable support.
• Processing unit Human Resources and Payroll forms including, but not limited to faculty summer salary, PATFA teaching contracts, student hiring paperwork, temporary appointments, hiring requisition templates, additional compensation and stipend forms.
• Reconciling all financial accounts managed by SSW on a monthly basis; assisting in other financial projects and reporting as needed; researching potential expenditures and providing data and recommendations; assisting with preparation and management of department budget; monitoring and maintaining inventory and ordering supplies; coordinating searches for salaried and hourly positions.
• Serving as liaison for faculty regarding contracts and payroll issues; tracking and reporting of re-appointments and tenure; troubleshooting technological problems and coordinating technical support services
• Providing general support to full and part-time faculty, including assisting with correspondence; creating and maintaining files and databases for BSW and MSW student records and information; coordinating with other units on campus (ELH Academic Support Center, Graduate School, Student Records) to meet student needs; organizing and providing administrative support for School events; maintaining the School’s website; and other duties as reasonably 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:

• 60 credits or more of higher education or equivalent work experience and training
• Minimum of three years of administrative/office experience
• Comprehensive knowledge and experience with Google Suite, including Sheets, Docs, Forms, and Calendar
• Extensive knowledge and experience with Microsoft Office Suite required, including Word, Excel, Publisher, and PowerPoint
• Knowledge and experience with Microsoft business analytics applications such as PowerBI
• Digital media (i.e. Canva) and website support (i.e) WordPress experience
• Experience with video conference software (i.e. Zoom or Teams)
• Demonstrated skills in operating office equipment (i.e. printers, copiers, scanners, etc)
• Proven written, oral, electronic, and interpersonal communication skills
• Demonstrated ability to prioritize and manage workload with changing priorities and multi-task in a fast paced, team-oriented, and student centered environment.  

Preferred:

• Associates degree
• Prior academic administrative support experience
• Knowledge of and/or experience with social work and/or the human services

Other Information: 

To be considered for this position you will need to “Apply” and upload the documentation listed below:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on July 3, 2026.

The successful applicant is subject to appropriate background screening.