Administrative Specialist CL3 (id:84126) - University of Maine

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine from 04/22/2024 through 04/26/2024 and open to external applicants thereafter.

The Administrative Specialist (CL3) provides critical administrative support to over 400 staff, students, and faculty, at the Advanced Structures and Composites Center, including scheduling, maintaining security badges, office supplies, and other office tasks such as filing, scanning, printing, etc. This position plays an important role in supporting Center outreach, coordinating with visitors/clients to schedule tours and meetings with the appropriate internal contacts and tour guides, and addresses any needs for such meetings including scheduling of conference rooms, parking, and catering. The Administrative Specialist also supports Center compliance with security protocols through vetting of visitors and badging for Center staff. Full-time, regular position, 40 hours per week, 5 days per week. Normal daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $19.59/hour, or applicable transfer rate.

This position requires access to information regulated under U.S. Export Control regulations and therefore individuals must qualify as a U.S. Person under U.S. Export Control Regulations.

Essential Duties & Responsibilities:

• Screens calls, visitors to the ASCC, and mail.
• Processes confidential information.
• Assists with security clearance for guests at Center.
  • Vets guests/clients – complete visitor request forms when needed.
  • Maintains vetting log.
  • Gives instruction on visitor requirements as it relates to controlled projects.
  • Checks IDs, ensures guests are signing in.
  • Makes copies of documents that proves an individual’s citizenship.
  • Makes badges for visitors, clients, tour groups, etc.
  • Escorts guests/clients when necessary.
• Greets a wide variety of visitors (federal and state government, top executives, University of Maine Sr. Administrative Staff, etc.
• Orders supplies for ASCC center staff, students, and faculty.
• Manages shipping and receiving; domestic, international, and freight.
• Assists with center events and coordination of catering.
• Schedules and maintains four conference rooms supplies and cleanliness.
• Supports Executive Director’s priorities.
• Assists with the coordination of guests/clients visits and tours.
• Provides administrative support for Center staff
• Employee must be able to balance daily shifting priorities.
• Performs other reasonably related administrative duties as assigned.

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 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.

Required:

• High school diploma or equivalent (G.E.D.)
• Minimum two years of administrative/office experience.
• Demonstrated skills in operating office equipment (copiers, scanners, faxes, etc.).
• Effective written, oral, electronic, and interpersonal communication skills.
• Demonstrate the ability to prioritize and manage workload, multi-task in an extremely busy fast-paced, team oriented, customer driven environment.
• Proven excellent customer service.
• Demonstrated attention to detail.
• Demonstrated ability to work independently and meet deadlines.
• Experience with Google Suite and Microsoft Office Suite.

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:
To receive full consideration, applications must be received by: May 3, 2024
On-site interviews to begin no earlier than: May 13, 2024
Tentative start date: June 3, 2024

For questions about the search, please contact Kimberly Scribner, Talent Engagement Manager, kimberly.scribner@maine.edu.

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, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207.581.1226, TTY 711 (Maine Relay System).