Administrative Specialist CL2

Provides administrative support to CCIDS Director, Associate Director, faculty and staff. The position requires frequent interactions with internal and external contacts through in-person, telephone, and email communication. Serves as the front office contact for CCIDS. Part-time, on-site position, 20 hours per week, 5 days per week. Normal daily work hours are Monday – Friday, between 8:00 a.m. to 4:30 p.m (specific schedule to be arrange in consultation with the supervisor). This position pays $18.22/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement. This is a soft money-funded position. The continuation of this position is contingent upon funding and the needs of the University. Essential Duties and Responsibilities: Arranging travel and assisting with Concur requests and reports. Providing complex administrative support which may include preparing and delivering presentations, maintaining department data, preparing and distributing department documents. Copying, scanning, linking and routing documents. Monitoring and maintaining inventory and ordering supplies. Monitoring and responding to telephone and email inquiries. Processing cash, checks and accounts receivable. Planning and coordinating projects, meetings and events. Processing purchase orders and posting accounts for billing. Representing department to internal / external parties (e.g., at meetings, conferences, etc.). Serving as contact for outside vendors, agencies and organizations. Updating and maintaining an assigned website. Troubleshooting technological problems and coordinating with technical support services. Assisting with coordination of searches. Researching, sorting and summarizing a variety of routine and some non-routine data and information; integrating information from multiple data sources, and applying basic problem solving as needed. Compiling, sorting and summarizing a variety of routine data; Using a variety of programs, prepares simple charts and analyses, including basic summary statistics. Reviewing data for accuracy and completeness, including source data. 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 (https://www.maine.edu/human-resources/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. 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. Learn more about what the Bangor region has to offer here (https://www.visitbangormaine.com/about-the-region/the-region-at-a-glance/) . Qualifications: Required: High school diploma or equivalent (G.E.D.) Two years of administrative support experience, or equivalent Excellent written and verbal communication, organizational, problem solving, and time management skills. Preferred: Successful experience maintaining confidential information. Excellent computer skills. Familiarity with Mac OS, Microsoft Office and Google suite. 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 October 25, 2024. For questions about the search, please contact search committee chair Susan Russell at srussell@maine.edu or 207-581-1381. The successful applicant is subject to appropriate background screening. 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, 101 Boudreau Hall, University of Maine, Orono, ME 04469-5754, 207.581.1226, TTY 711 (Maine Relay System). 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 (https://umaine.edu/police/clery-annual-safety-report/) . If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.