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The Administrative Specialist CL3 with the University of Maine Cooperative Extension Franklin County office is responsible for general office management tasks in support of the faculty, staff, and volunteers conducting educational programming, research, and/or outreach. Full-time, soft-money funded position, 40 hours per week. Normal daily work hours are Monday – Friday, between 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

Essential Duties and Responsibilities:

+ Provides administrative support which may include maintaining department data, preparing and distributing department documents; performs the duties of assigned staff.

+ Provides exemplary customer service while handling verbal and written communications with clients regarding a broad range of questions, issues and requests.

+ Composes, edits, and reviews a variety of standard and/or specialized correspondence, reports, documents, applications, forms, violations, memos, and/or other applicable materials.

+ Compiles, sorts and summarizes a variety of routine data; using a variety of programs, prepares simple charts and analyses, including basic summary statistics.

+ Organizes and maintains files, including creating and maintaining confidential department/employee /student files; files documents alphabetically, numerically, or by other prescribed methods.

+ Performs basic bookkeeping including tracking budgets, monitoring expenditures, preparing purchase orders, depositing cash and checks, and preparing financial reports and/or other appropriate payroll tasks.

+ Provides timely and accurate information in response to public requests for information.

+ Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.

+ Participates in UMaine Extension staff and Extension Association meetings as a member of the county staff as appropriate.

+ Contributes skills and insights for effective office management with co-workers.

+ Utilizes coaching and mentoring methods that provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance.

+ 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://umainesystem.sharepoint.com/sites/USERVICES-UMS-Benefits-Public) 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.

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. Visit the Maine Office of Tourism (https://themainehighlands.com/places-to-visit/greater-bangor-region/) to learn more about what the Bangor region has to offer.

Qualifications:

Required:

+ 60 credits or more of higher education or equivalent work experience and training; AND three years administrative support experience.

+ Experience in office settings, performing a variety of routine to non-routine clerical and administrative support responsibilities and tasks.

+ Ability to communicate effectively using oral, written and electronic methods.

+ Proficiency with computer programs such as Microsoft Excel, Word and PowerPoint, as well as Google Drive and document management software.

+ Ability to work independently and manage multiple tasks in an autonomous work environment as well work effectively as part of a team, and able to achieve and document measurable results.

Preferred:

+ Knowledge of University of Maine Cooperative Extension and its educational programs.

+ Experience with UMaine’s General Ledger and MaineStreet systems.

+ Ability to maintain moderately complex databases.

+ Experience working with diverse audiences; knowledge of diversity, equity and inclusion; and understanding of equal opportunity, affirmative action and civil rights policies.

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 August 1, 2025.

For questions about the search, please contact search committee chair Kerry Chasteen, [email protected].

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 and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 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.