The Ecology and Environmental Sciences program (EES) seeks a highly qualified and motivated person to fill the position of Administrative Specialist CL3. This position reports directly to the Director of the School of Biology and Ecology as the co-lead of EES. EES is a diverse program interacting with numerous faculty, staff, and graduate and undergraduate students. This program is housed in the College of Earth, Life, and Health Sciences, University of Maine, and is a unique interdisciplinary program with the majority of EES faculty in other departments within the college. EES currently has 230 undergraduate majors, and 60 graduate students. This CL3 position supports all aspects of EES. 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 $20.28/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement. + Assists students with a wide range of questions/problems, including registration, withdrawals, travel arrangements, and room reservations. + Processes academic forms including add/drop paperwork, degree progress substitutions and waivers, and change of program forms. + Manages and tracks undergraduate and graduate student data and maintains student files + Serves as back-up program contact. + Trains and supervises student workers. + Works with the EES Undergraduate and Graduate Coordinators to manage annual student application and acceptance processes, communicates with prospective and admitted students and their families. + Assists in verification of course and faculty assignments and classroom scheduling using Infosilem with the Undergraduate and Graduate Program Coordinators. + Enrolls incoming students in courses in consultation with the First-Year Undergraduate Coordinator and Undergraduate Program Coordinator + Assists in updating the EES program website and publication of events. + Assists in the planning, coordination, purchasing, and budgeting for events in EES, including advisory board meetings and scholarship awards ceremonies. + Schedules faculty and program-related meetings + Processes Human Resources forms + Works with the EES Financial Manager to verify expense reporting for all faculty in EES and all administrative and budgetary decisions made by the Director to ensure that they comply with System APLs and campus policies and procedures. + Works with the EES Financial Manager to reconcile all financial accounts managed by EES on a monthly basis and individually as required. + Assists faculty with purchases related to teaching activities. + Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect with internal and external constituencies. + Utilizes coaching and mentoring methods, which provide an environment that is anticipatory, supportive, and encourages constructive feedback on performance. + Commits to organizational improvement by identifying opportunities to improve and recommending possible alternatives for a situation. + Serves as the primary contact and communicates both verbally and in writing regarding non-routine questions with a wide variety of stakeholders including students, parents, visitors, staff, and faculty from across the university and alumni and community members. + 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 three years of administrative support experience or an equivalent combination of education and experience + Excellent interpersonal skills with a proven record of team-work, customer service and professionalism required. + Excellent organizational skills with the ability to independently prioritize work and multi-task in a fast-paced environment required. + Excellent problem solving and analytical skills required. + Proven ability to work in Word and manage Excel spreadsheets required. Preferred: + Experience in account reconciliation, purchasing, travel and expense reports. + Knowledge of MaineStreet human resource and financial applications or similar systems experience. 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 January 29, 2025. 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, 207.581.1226, 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.