Job Description The Administrative Specialist (CL3) provides critical administrative support to staff, students, and faculty, at the Advanced Structures and Composites Center. This position plays a key 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. Work will be performed at the Advanced Structures and Composites Center Portland, ME office and Brunswick, ME laboratory, with occasional travel to our ASCC Orono, ME laboratory. 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 in accordance with the ACSUM collective bargaining agreement. 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, and mail
- Processes confidential information
- Assists with security clearance for guests at the ASCC Portland and Brunswick Locations
- Vets guests/clients - complete visitor request forms when needed
- Maintains vetting log
- Give instruction on visitor requirements as it relates to controlled projects
- Checking IDs, ensure guests are signing in
- Make copies of documents that proves an individual's citizenship
- Make badges for visitors, clients, tour groups, etc.
- Escorting guests/clients when necessary
- Greeting a wide variety of visitors (federal and state government, top executives, University of Maine Sr. Administration staff, etc.
- Order office, cleaning and other supplies as needed
- Shipping and receiving; domestic, international, and freight
- Assists with ASCC events and coordination of catering
- Scheduling and maintaining conference rooms supplies and cleanliness
- Coordinating with other university departments and contractors for facility related maintenance and modifications
- Assists and coordinates with cleaning services staff
- Supports ASCC HR team with new employee and student hire administrative tasks
- Administrative support for ASCC Portland and Brunswick staff
- Compiling, formatting, and preparing reports for distribution
- Editing and updating documents, non-technical lists, tools, and project dashboards
- Employee must be able to balance daily shifting priorities
- Performs other related administrative 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 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. Qualifications: 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
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 September 25, 2024. For additional questions, please contact ...@maine.edu, Talent Engagement Manager - ASCC. 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, 101 Boudreau Hall, University of Maine, Orono, ME 04469-5754, 207.###.####, 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. 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.###.####.