Administrative Specialist (CL3)- University Advancement & Alumni Relations - University of Maine System

The University of Maine at Presque Isle seeks to hire an Administrative Specialist (CL3) to work in University Advancement & Alumni Relations. The Specialist supports the Executive Director of University Advancement and the Assistant Director of Alumni Relations and Annual Giving. This position supports crucial university functions related to external funding, sponsored programs, constituent relations, and alumni connectedness. The Specialist is a full-fledged member of a dynamic team that supports our university's current and future needs. We are seeking a qualified candidate with the desire to interface with multiple constituencies and to improve the lives of our students of yesterday, today, and tomorrow.



The starting rate for this full time, non-represented, confidential, 12 month position is $20.18 for a new hire or the appropriate transfer rate for a current employee. In addition, the University will contribute up to a 4% matching contribution to the UMS retirement plan. Additional benefits include medical, dental, vision, and tuition waiver programs for employees and dependents. The UMS is a recipient of the Wellness Councils of America’s Well Workplace Award and offers a wellness program. Visit our benefits website to learn more.



Key Responsibilities include (not limited to):



Sponsored Program Support (25% of position)





+ Supports sponsored programs (grants) of the university as directed



+ Tracks overall grant award status



+ Assists in application preparation (research, review, etc.)



+ Assists in preparing required reports



+ Maintains grant records from various sources



+ Acts as recording secretary for grant meetings



+ Helps to manage incoming and outgoing correspondence



+ Assists in tracking and maintaining multiple grant portal accounts





Advancement, Development, and Alumni Relations Support (75% of the position)





+ Receptionist for the Office of University Advancement, which includes greeting visitors, screening calls, and filtering mail.



+ Processes all gifts and pledges to the university, which includes creating new records, maintaining biographical data on existing constituents in the alumni/donor database, maintaining physical and electronic donor records, and producing appropriate receipts and correspondence.



+ Tracks and reports on all financial results regarding gifts, donations, Foundation activity, and grant funding (federal, state, and private)



+ Coordinates with the treasures and secretaries of the Foundation and Alumni Association boards as required



+ Supports the office in planning and delivering events to various constituencies, including alumni, donors, friends, and community members.



+ Supports the office’s constituent relations programs, including those for alumni, donors, friends, and community members.



+ Manages meeting notes and acts as recording secretary for the Executive Director of Advancement and the Assistant Director of Alumni Relations and Annual Giving, whether in person or via video call.



+ Prepares orders for office supplies and is responsible for providing all appropriate documentation and approvals for the Office of Procurement.



+ Assists in the hiring, training, and management of work-study students.



+ Performs other related responsibilities or tasks as assigned.



+ Can be asked to serve on Institutional Committees.





Qualifications



Required





+ Sixty credits or more of higher education or equivalent work experience and training and three years of administrative support or comparable experience,



+ Must be able to work in an environment that handles protected financial and personal information,



+ Strong interpersonal skills and a proven talent for working in a team environment,



+ Excellent verbal and written communication skills,



+ Proven ability to use technology to support our work, such as Google Workspace, Microsoft Office, Microsoft Windows, laptops, projectors, etc.,



+ Competency with accounting, budgets, practices, and procedures,



+ An excellent working knowledge of spreadsheets, databases, and word processing (we will train the right candidate for our specific database),



+ Previous administrative experience that demonstrates a talent for managing multiple priorities and the ability to exercise discretion and independent judgment,



+ Proficiency in working without specific supervision - interpreting policy and making decisions that reflect the level of responsibility invested in this position.





Preferred:





+ An undergraduate or associate degree,



+ Gift processing experience,



+ Accounting experience,



+ Experience within an equivalent setting,



+ Experience with grants





For all job requirements and required duties please review the complete job description (https://drive.google.com/file/d/1q0eXiRRhw3vPH9ONJzHo4lYYakZ6zjGE/view?usp=sharing) .




To apply click on "Apply Now" below or visit the UMPI Careers Page at http://umpi.careers.maine.edu/ .



For your application to be considered complete, you must submit a cover letter and a resume.



Finalist candidates will be asked to provide names and contact information for references.


Review of applications will begin on November 20, 2024. All materials submitted after November 20, 2024 will be reviewed at the discretion of the University.



The University is not able to consider applicants who require Visa sponsorship support.



A background screening will be conducted for the successful candidate.







About the University


For more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment.


Further information about the University of Maine at Presque Isle can be found at https://www.umpi.edu/


The university sits on 150 acres surrounded by the rolling hills and potato fields of northern Maine and the university strives to be the region’s premier learning institution while helping to stimulate cultural and economic development in Aroostook County and the State of Maine. The university serves as an educational and cultural center for the area and its facilities are utilized for lectures, programs, concerts, dance performances, exhibits, and plays that benefit the entire region.


Learn more about what Aroostook County has to offer here (https://visitaroostook.com/) .



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://www.umpi.edu/files/offices/security/annual-security-report.pdf) . If you have any questions, contact Safety and Security 111 Campus Center 181 Main St. Presque Isle, ME 04769 Phone: (207) 768-9580



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).

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) .