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Administrative Specialist CL2 or CL3 (id:58744)

University of Maine Orono, ME
  • Posted: over a month ago
  • Other
**Statement of the Job**:

**This position is open to University of Maine ACSUM members only from 09/23/2019 - 09/27/2019 and open to all others thereafter.**

**Full-time, regular position, 40 hours per week, 5 days per week. Daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. The CL2 classification pays $14.30 per hour and the CL3 classification pays $15.58 per hour.** The Department of Mechanical Engineering seeks applications for an Administrative Specialist CL2 or CL3. The administrative specialist performs a variety of routine to non-routine clerical and administrative support responsibilities and tasks.

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

* Serving as primary contact/main office. Answering main phone line, taking and distributing messages as appropriate. Greeting, screening and directing visitors.
* Responding to inquiries by prospective students.
* Communicating with other units and offices on campus based on departmental needs. Placing or facilitating work-order requests.
* Daily distribution of mail and FedEx/UPS shipments.
* Maintaining email lists for different student groups within the department.
* Operating and maintaining office equipment. Scanning, linking and routing documents.
* Maintaining key box. Monitoring, maintaining, and ordering office and department supplies, including textbooks.
* Ordering parts for student projects.
* Serving as primary contact for graduate, undergraduate, and temporary payroll processes.
* Reviewing hours worked and time entry for student workers and/or temporary employees.
* Processing purchase orders and posting accounts for billing. Processing cash, checks and accounts receivable.
* Coordinating department purchasing card (PCard) and travel card (TCard) programs. Serving as final approver for PCard/TCard and back-up support.
* Tracking expenditures and budgets.
* Organizing and maintaining files, including creating and maintaining confidential departmental/student/employee files.
* Processing annual TA/RA appointments, letters and spreadsheet tracking.
* Composing, editing, and reviewing a variety of standard and specialized correspondence, reports, documents, application materials, forms and memos.
* Assisting with classroom scheduling.
* Scheduling regular meetings and coordinating special event (including catering orders, travel arrangements for invited visitors, etc.).
* Assisting students with course registration. Supporting student needs by responding to questions.
* Running defined queries, making basic modifications to queries in accordance with requested information.
* Reviewing, interpreting, and explaining policies/procedures to students/parents/others.
* Compiling, sorting and summarizing variety of routine data.
* Specific tasks for this position will be adjusted as needed, in response to individual evaluations, adaptive management of the overall staffing plan, and the future needs of the department.
* Performing other reasonably related administrative duties as assigned.
* Building professional and productive relationships with internal and external constituents.

Classification Specification

**About the University**:

The University of Maine is a community of more than 11,200 undergraduate and graduate students, and 2,500 employees located on the Orono campus and throughout the state. UMaine is the state land and sea grant university and maintains a leadership role as the System's flagship university. As a result, it is dedicated to providing excellent teaching, research, and service at the university, state, and national levels.

Further information about UMaine can be found at

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. 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.



* CL2: High school diploma or equivalent (G.E.D.) AND sufficient experience, including two years administrative support experience.
* CL3: 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience.
* Excellent interpersonal, written, and verbal communication skills.
* Demonstrated ability to manage multiple priorities and meet multiple deadlines in a fast paced environment.
* Ability to prioritize workload, excellent time management and follow through skills are essential.
* Experience with financial reporting software.


* Familiarity with UMaine MaineStreet, InfoSilem, UMaine financial software applications (Payroll, General Ledger, PCard, TCard, and SAP Concur), web applications (WordPress), and financial & payroll procedures.

**Other Information**:

Materials must be submitted via "Apply For Position" below. You will need to create a profile and application; upload:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae
3.) contact information for three professional references

You will also need to submit the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status forms. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

*Search Timeline is as follows:*

Review of applications to begin: October 31, 2019
Screening interviews to begin no earlier than: November 12, 2019
On-site interviews to begin no earlier than: December 1, 2019
Tentative start date: January 15, 2020

For questions about the search, please contact search committee chair Dr. Masoud Rais-Rohani at or 207-581-4120.

Appropriate background checks are required**.**

The University of Maine is an EEO/AA employer, and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender expression, national origin, citizenship status, age, disability, genetic information or veteran's status in employment, education, and all other programs and activities. The following person has been designated to handle inquiries regarding non-discrimination policies: Amie Parker, Interim Director of Equal Opportunity, 101 North Stevens Hall, University of Maine, Orono, ME 04469-5754, 207.581.1226, TTY 711 (Maine Relay System).

*Position Title:* Administrative Specialist CL2 or CL3 (id:58744)

*Campus:* Orono

*Department:* Mechanical Engineering - OME

*Bargaining Unit:* ACSUM

*Salary Band/Wage Band:* B22 or B23

*Location:* Orono, ME

*Length:* Fiscal Year (12 Months)

*Required Documents:* Cover Letter, References, Resume/CV

University of Maine


Orono, ME

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