University Of Maine System
Administrative Specialist CL3
University Of Maine System, Orono, Maine, us, 04473
The School of Earth and Climate Sciences (ECS) seeks a highly qualified and motivated person to fill the position of Administrative Specialist CL3. This position reports directly to the Director of the School of Earth and Climate Sciences and will interact with a wide variety of individuals throughout the school, College of Earth, Life, and Health Sciences, University of Maine, and with external constituencies. ECS has a strong tradition of collegiality and academic excellence. The School is housed in the Bryand Global Sciences Center, which was designed by ECS faculty and first occupied in 1998. ECS currently has 24 tenure-stream and research faculty members, 55 undergraduate majors, and 35 graduate students. The School promotes an atmosphere of productivity, congeniality and mutual respect.
This is a full-time, regular position with daily work hours of Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional overtime and holiday work may be required. This position pays $19.59 per hour.
Essential Duties & Responsibilities:
Works with the ECS Financial Manager to verify expense reporting for all faculty in ECS and all administrative and budgetary decisions made by the Director to ensure that they comply with System APLs and campus policies and procedures.
Works with the ECS Financial Manager to reconcile all financial accounts managed by ECS on a monthly basis and individually as required.
Assists all faculty and students with purchases related to research and teaching activities.
Processes and approves all Human Resources forms.
Serves as delegated approver in the Concur travel system for all members of ECS, which includes verifying account numbers tied to expenses, and assisting with complex arrangements.
Works with the ECS Undergraduate Coordinator to develop and verify semester course offerings in the DCU system and instructor constraints in the Infosilem system.
Works with the ECS Graduate Committee to manage and coordinate annual graduate student recruiting efforts.
Maintains all personnel files for faculty, staff, graduate and undergraduate students.
Updates the ECS website as needed.
Assists with planning and coordination of faculty searches, including scheduling interviews.
Assists in the planning, coordination, and budgeting for events in ECS, including visiting speakers and external program reviews.
Assists students with a wide range of questions/problems, including registration, withdrawals, travel arrangements, and room reservations.
Attends ECS faculty meetings – takes minutes and distributes.
Delegates work assignments to student workers.
Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
Builds productive relationships with internal and external constituencies.
Utilizes coaching and mentoring methods which provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance.
Commits to organizational improvement by identifying opportunities to improve, and recommending possible alternatives for a situation.
Performs other reasonable related 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 (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:
Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience
Excellent interpersonal skills with a proven record of teamwork, customer service, and professionalism.
Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment.
Excellent problem solving and analytical skills.
Proven ability to manage Excel spreadsheets.
Proven attention to detail and focus on accuracy.
Preferred:
Knowledge of MaineStreet, human resource, and financial applications or similar systems experience.
Experience in account reconciliation, purchasing, travel and expense reports.
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 September 11, 2024.
For questions about the search, please contact search committee chair Karl Kreutz at karl.kreutz@maine.edu or 207-581-3011.
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.
This is a full-time, regular position with daily work hours of Monday through Friday, 8:00 a.m. to 4:30 p.m. Occasional overtime and holiday work may be required. This position pays $19.59 per hour.
Essential Duties & Responsibilities:
Works with the ECS Financial Manager to verify expense reporting for all faculty in ECS and all administrative and budgetary decisions made by the Director to ensure that they comply with System APLs and campus policies and procedures.
Works with the ECS Financial Manager to reconcile all financial accounts managed by ECS on a monthly basis and individually as required.
Assists all faculty and students with purchases related to research and teaching activities.
Processes and approves all Human Resources forms.
Serves as delegated approver in the Concur travel system for all members of ECS, which includes verifying account numbers tied to expenses, and assisting with complex arrangements.
Works with the ECS Undergraduate Coordinator to develop and verify semester course offerings in the DCU system and instructor constraints in the Infosilem system.
Works with the ECS Graduate Committee to manage and coordinate annual graduate student recruiting efforts.
Maintains all personnel files for faculty, staff, graduate and undergraduate students.
Updates the ECS website as needed.
Assists with planning and coordination of faculty searches, including scheduling interviews.
Assists in the planning, coordination, and budgeting for events in ECS, including visiting speakers and external program reviews.
Assists students with a wide range of questions/problems, including registration, withdrawals, travel arrangements, and room reservations.
Attends ECS faculty meetings – takes minutes and distributes.
Delegates work assignments to student workers.
Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
Builds productive relationships with internal and external constituencies.
Utilizes coaching and mentoring methods which provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance.
Commits to organizational improvement by identifying opportunities to improve, and recommending possible alternatives for a situation.
Performs other reasonable related 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 (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:
Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience
Excellent interpersonal skills with a proven record of teamwork, customer service, and professionalism.
Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment.
Excellent problem solving and analytical skills.
Proven ability to manage Excel spreadsheets.
Proven attention to detail and focus on accuracy.
Preferred:
Knowledge of MaineStreet, human resource, and financial applications or similar systems experience.
Experience in account reconciliation, purchasing, travel and expense reports.
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 September 11, 2024.
For questions about the search, please contact search committee chair Karl Kreutz at karl.kreutz@maine.edu or 207-581-3011.
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.