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Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine at Augusta from 08/28/2024 through 09/03/2024 and to external applicants thereafter.
Statement of Job:
UMA transforms the lives of students of every age and background across the State of Maine and beyond through access to high-quality distance and on-site education, excellence in student support, civic engagement, and professional and liberal arts programs.
UMA is the third-largest public university in Maine. In addition to its main campus in the state’s capital, UMA also serves students at its campus in Bangor (UMA Bangor) and through UMA Centers around the state. With its multiple locations and long-term expertise in online and distance learning, UMA is generally considered the university of choice for Mainers of all ages who want to attend college without uprooting their lives.
The University of Maine at Augusta is seeking applicants for the full-time position of Administrative Specialist Career Level 3 (CL3) in the College of Arts and Sciences. This is a 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., with occasional evenings and/or weekends. This position pays $19.59/hour, or applicable transfer rate.
Responsibilities:
Perform tasks related to accounting and administrative support for the College of Arts and Sciences
Collaborate with the business and finance office for budgetary matters
Track budgets, monitor expenditures, and perform basic bookkeeping
Assist with preparation of college and department budgets for upcoming fiscal years
Purchase and maintain supplies for staff and faculty for classes and grants as appropriate
Research potential purchases and provide information and recommendations to the appropriate department
Support the coordination of student workers within the College
Assist faculty and staff with contract preparation and planning
Assist faculty and college staff with expense and travel reimbursements
Review and correct a variety of data, records, and information for the college
Ensure appropriate documentation is provided in accordance with applicable accounting, contract, and grant requirements
Perform other duties as assigned
The Administrative Specialist CL3 performs administrative and clerical work which requires extensive procedural knowledge and organizational skills. Work involves considerable internal and external contacts as well as handling verbal and written communications for a broad range of questions. The ability to work as part of a team is essential, as are providing exemplary customer service, maintaining confidentiality, the ability to manage multiple tasks and prioritize, and the ability to work in a diverse environment with many interruptions. The Administrative Specialist CL3 works under minimal supervision.
A full position description can be found online here (https://drive.google.com/file/d/15fJwdJdLkFDiVXuv-tiFargc9tym2Qcv/view?usp=sharing) .
Work schedule: Monday through Friday, 8:00 a.m. - 4:30 p.m. Occasional weekend or evening hours may be required.
Benefits: UMA 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.
Qualifications:
Required:
Sixty credits or more of higher education or equivalent work experience and training
3 years of administrative support experience or comparable experience
Preferred:
Previous accounting or budgetary administrative experience
Experience with MaineStreet and Concur systems
Ability to work independently and manage multiple tasks in an autonomous work environment as well as work effectively as part of a team, and be able to achieve and document measurable results.
Ability to exercise independent judgment and initiative
Ability to prioritize and manage work
Ability to communicate effectively using oral, written, and electronic methods, while maintaining confidentiality
Proficiency with computer programs such as Microsoft Excel, Word, and PowerPoint, as well as Gmail and other websites
Experience working with diverse audiences; knowledge of diversity, equity, and inclusion, and understanding of equal opportunity, affirmative action, and civil rights policies.
Application Process:
To apply, please submit the following documents via the "Apply for Position" link:
Cover letter
Resume
Contact information for three professional references.
Completion of affirmative action survey, self-identification of disability form, and self-identification of veteran status form.
Incomplete application materials cannot be considered.
Background screening is mandatory for the successful applicant.
Review of applications will begin September 19. Applications received after September 18, 2024 will be considered at the discretion of the University.
We are not able to consider applicants who require Visa sponsorship support.
Equal Opportunity Statement:
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).
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 by clicking on this link: https://www.uma.edu/compliance/annual-security-report/ .
About the University of Maine System
The University of Maine System (UMS), established in 1968, consists of seven universities and the University of Maine School of Law, spread across various locations in Maine. UMS provides system-wide services and governance from these locations, leveraging the distinct strengths and collaborations among its institutions to advance strategic priorities for UMS (https://www.maine.edu/strategic-plan/) and the state of Maine.
Choosing UMS means opting for a high quality of life supported by excellent benefits such as tuition waivers, robust retirement contributions, and comprehensive insurance coverage including medical, dental, vision, life, and disability. Maine's diverse landscapes, from accessible wilderness and rugged coastline to urban centers and rural communities, offer numerous cultural activities, strong public schools, safe neighborhoods, and high-quality healthcare. Discover more about Maine's exemplary lifestyle on the Maine Office of Tourism website (https://visitmaine.com/plan-your-visit/relocating-to-maine) .