Administrative Specialist CL3 - University of Maine System

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine and University of Maine at Machias from 10/16/2024 through 10/22/2024 and open to additional internal applicants thereafter.







The Climate Change Institute (CCI) seeks to hire a part-time Administrative Specialist CL3 (20 hours/week) in support of a recently funded DOD contract. The contract focuses on studying snowpack properties in Alaska and New England and the impacts of snow meltwater on the near surface geology across these regions. The research is highly collaborative with team members working on the project from across the United States. The candidate for this position is expected to help our team successfully complete the contract through assisting with all administrative duties. This position is currently funded for one year and may be renewable up to 4 years in length based on the contract having three additional years of options which we expect to be funded. This is a part time position, 20 hours/week, with daily work hours of Monday through Friday, 8:00 AM – 12:00PM, however we will also consider flexible hours. This position pays $19.59 per hour.



Essential Duties & Responsibilities





+ Assists research faculty with travel arrangements, field safety paperwork, equipment purchases, shipping arrangements, and associated tasks.



+ Reconciles all travel activities related to DOD research activity through the Concur travel portal.



+ Assists research faculty with placing equipment & materials/supplies purchases through the Marketplace portal and reconciles receiving activity.



+ Assists with the planning & coordination of DOD team meetings and other events.



+ Assists with DOD quarterly contract reporting activity.



+ Assists with scheduling DOD programmatic tasks to remain in contract compliance.



+ Processes and approves all Human Resources forms.



+ Attends & takes meeting notes of internal faculty/staff meetings.



+ Performs other reasonable 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://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. 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 (https://www.visitbangormaine.com/about-the-region/the-region-at-a-glance/) .


Qualifications:

Required:





+ Typically has the education associated with 60 credits or more of higher education and 3 years of administrative support experience or an equivalent combination of education and experience.



+ Excellent organizational & management skills with the ability to independently prioritize work and multi-task in a fast-paced environment.



+ Excellent problem solving and analytical skills.



+ Proven ability to manage Excel spreadsheets.



+ Proven attention to detail and focus on accuracy.





Preferred:





+ Knowledge of MaineStreet, Human Resource and Financial applications or similar systems experience.



+ Experience in account financial reconciliation and procurement activities.





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 November 1, 2024.



For questions about the search, please contact search committee chair, Seth Campbell at scampb64@maine.edu or 207-581-3927.


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).









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.