Administrative Specialist

The University of Maine System (University) is seeking to fill two Administrative Specialist CL1 positions in the Shared Processing Center located in Orono on the University of Maine campus. The successful applicant will perform complex clerical duties in all phases of the operation of the office, including, but not limited to, the processing of admission application materials, immunization documents, and load processing documents. The position requires extensive procedural knowledge and application of the administrative policies of the University or regulations of outside agencies. Work is performed under general supervision.

Work Schedule: This is a full-time, regular 31-week ongoing position, from September-April every year. Normal daily work hours are Monday-Friday, 8:00 am-4:30 pm., 40 hours per week. 

Salary: This position pays $18.86/hour, or the applicable transfer rate in accordance with the Associated Clerical Office Laboratory Technical Staff of the Universities of Maine (ACSUM) collective bargaining agreement.

Benefits: The University offers a highly competitive package that includes, but is not limited to:

• 13 paid holidays plus earned vacation and sick time
• Health, Dental, and Vision insurance
• Short-term disability insurance and employer-paid long-term disability insurance
• Employer-paid basic life insurance and supplemental life insurance
• Tuition waiver program for employee and their dependents (spouse, domestic partner, and dependent children)
• 403(b) retirement plan with employer contribution

To learn more, please review the Benefits Information Summary.

Essential Duties and Responsibilities include:

• Process incoming mail, including sorting, batching, scanning, and indexing mail using the ImageNow system.
• Review data for accuracy and completeness and enter data in systems when necessary.
• Assist in the training and monitoring of work performed by student staff hired to perform the same or similar job functions.
• Use a variety of programs including, but not limited to, PeopleSoft/MaineStreet, ImageNow, Microsoft Excel, and Gmail.
• Regularly work with sensitive data and information with professionalism and confidentiality under minimal supervision.
• Manage multiple priorities, possess a strong work ethic, and ability to meet deadlines as required.

Qualifications
Required:

• Strong computer skills with experience using web-based interactive databases.
• Demonstrated strong analytical skills.
• Demonstrated ability to pay strict attention to detail.
• Ability to function independently and as part of a proactive team.
• High school diploma or equivalent education and job-related experience.
• Proven experience working independently to meet deadlines with minimal direct supervision.

Preferred:

• Knowledge of MS Office, PeopleSoft/MaineStreet, and document management/scanning systems.
• Initiative and judgment are required to review and interpret existing policy and to make suggestions for improving methods to record and store university records.
• One year of experience in an administrative office.

How to Apply
Materials must be submitted via “Apply Now” (below for external applicants, at the top for internal applicants). You will need to complete an application and upload the following:

• A cover letter that describes your experiences, interests, and suitability for the position.
• A resume/curriculum vitae.

Important items to know about the recruitment process

• Review of applications and materials will begin immediately. For full consideration, materials must be submitted by 4:30 pm EST, Fri., Sept. 4, 2026.
• Materials received after the initial review date will be reviewed at the discretion of the University.
• We are not able to consider applicants who require Visa sponsorship.
• Candidates selected to proceed to the final stages of the search process will be requested to provide three (3) names and contact information for references.
• Incomplete application materials cannot be considered.
• The successful candidate is subject to appropriate background screenings.

University of Maine

The University of Maine, founded in Orono in 1865, is the state's land grant and sea grant university. As the state’s only public research university, UMaine has a statewide mission of teaching, research and economic development, and community service. UMaine is among the most comprehensive higher education institutions in the Northeast, with nearly 100 majors and academic programs. It attracts students from Maine and 49 other states, and more than 60 countries. It currently enrolls more than 11,400 undergraduate and graduate students who can directly participate in research, working with world-class scholars. UMaine offers more than 100 degree programs through which students can earn graduate certificates, master's, doctoral or professional science master's degrees. The university promotes environmental stewardship, with substantial efforts campuswide aimed at conserving energy, recycling and adhering to green building standards in new construction.

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 04469-5713,207-581-1226. TTY 711 (Maine Relay System).