University Of Maine System
Administrative Specialist CL2
University Of Maine System, Orono, Maine, us, 04473
Completes administrative and financial tasks for the Intensive English Institute. (IEI). Processes student applications, organizes events and programs, and enrolls students in classes. Communicates daily with students, faculty, and community partners regarding all aspects of the IEI program.
Full-time, 40 hours per week, 5 days per week. Daily work hours work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $18.22/hour, or applicable transfer rate.
Essential Duties & Responsibilities:
Strong commitment to diversity and equity work to support international and immigrant students applying and enrolling in the IEI and the university. Strong commitment to department and university efforts to create a just, equitable and inclusive campus community.
Processes new IEI student applications accurately and efficiently with great attention to detail.
Serves as the primary contact person for the IEI. Provides professional, accurate and timely communications with prospective' students, parents, educators, community partners, and others.
Provides high-quality customer service by staffing the front desk and responding to phone calls, emails, and walk-in students and visitors.
Supports IEI staff with purchasing supplies and equipment, and processes financial transactions in Concur, MaineStreet and other platforms.
Schedules IEI classes for each IEI session in consultation with the IEI Associate Director, and ensures assigned classrooms meet the needs of the program.
Supports IEI teachers with administrative tasks as assigned.
Registers students for IEI classes and ensures student bills are accurate.
Works collaboratively with the IEI staff to organize events, such as orientation, end of session celebrations and other student programming events that support student success and wellness.
Support IEI incoming students regarding all campus concerns including, but not limited to, housing, health insurance, accessing medical services, applying for driver's licenses, cultural concerns, coursework, study habits, and meeting program requirements.
Builds productive working relationships with both internal and external coworkers/colleagues and external contacts/clients to achieve work goals.
Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
Provides excellent customer service.
Performs other reasonably 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 a high school degree or GED and two years of administrative support experience.
Excellent written and verbal communication, organizational, attention to detail and time management skills.
Demonstrated excellent computer skills with Microsoft Office, and Google suite of products.
Demonstrated interpersonal skills.
Demonstrated success working in a team environment.
Understanding of the need to maintain confidentiality.
Proficiency to work independently is required.
Has a valid US driver’s license with ability and willingness to drive.
Preferred:
Bachelor’s degree or the equivalent combination of years of experience.
Experience working and communicating with non-native speakers of English.
Experience studying, living or working in a foreign country.
Proficiency in a foreign language (other than English).
Working knowledge of basic immigration regulations related to F-1 and J-1 visas as well as resettlement pathways and services for refugee and asylum seekers.
Experience managing UMaine webpages (WordPress), MaineStreet, Canva and other platforms.
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 August 23, 2024.
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.
Full-time, 40 hours per week, 5 days per week. Daily work hours work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $18.22/hour, or applicable transfer rate.
Essential Duties & Responsibilities:
Strong commitment to diversity and equity work to support international and immigrant students applying and enrolling in the IEI and the university. Strong commitment to department and university efforts to create a just, equitable and inclusive campus community.
Processes new IEI student applications accurately and efficiently with great attention to detail.
Serves as the primary contact person for the IEI. Provides professional, accurate and timely communications with prospective' students, parents, educators, community partners, and others.
Provides high-quality customer service by staffing the front desk and responding to phone calls, emails, and walk-in students and visitors.
Supports IEI staff with purchasing supplies and equipment, and processes financial transactions in Concur, MaineStreet and other platforms.
Schedules IEI classes for each IEI session in consultation with the IEI Associate Director, and ensures assigned classrooms meet the needs of the program.
Supports IEI teachers with administrative tasks as assigned.
Registers students for IEI classes and ensures student bills are accurate.
Works collaboratively with the IEI staff to organize events, such as orientation, end of session celebrations and other student programming events that support student success and wellness.
Support IEI incoming students regarding all campus concerns including, but not limited to, housing, health insurance, accessing medical services, applying for driver's licenses, cultural concerns, coursework, study habits, and meeting program requirements.
Builds productive working relationships with both internal and external coworkers/colleagues and external contacts/clients to achieve work goals.
Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
Provides excellent customer service.
Performs other reasonably 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 a high school degree or GED and two years of administrative support experience.
Excellent written and verbal communication, organizational, attention to detail and time management skills.
Demonstrated excellent computer skills with Microsoft Office, and Google suite of products.
Demonstrated interpersonal skills.
Demonstrated success working in a team environment.
Understanding of the need to maintain confidentiality.
Proficiency to work independently is required.
Has a valid US driver’s license with ability and willingness to drive.
Preferred:
Bachelor’s degree or the equivalent combination of years of experience.
Experience working and communicating with non-native speakers of English.
Experience studying, living or working in a foreign country.
Proficiency in a foreign language (other than English).
Working knowledge of basic immigration regulations related to F-1 and J-1 visas as well as resettlement pathways and services for refugee and asylum seekers.
Experience managing UMaine webpages (WordPress), MaineStreet, Canva and other platforms.
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 August 23, 2024.
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.