Administrative Specialist Cl3: Marketing & Communications

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine at Augusta from December 12 through December 19, 2023 and to external applicants thereafter. 
The University of Maine at Augusta is seeking applicants for the full-time position of Administrative Specialist Career Level 3 (CL3). This critical role supports the marketing and communications (MarCom) departments in coordinating core functions that directly impact new student marketing and recruitment, as well as assisting with the execution of key university events. The focus of the position is to serve the team in a very collaborative and proactive manner, working with individuals within the department as well as other departments in the university or with UMS. The specialist plays a key role in coordinating payments to vendors, assisting in budget reports to supervisors, and overseeing equipment needs for the departments. Areas of responsibility for events (both virtual and in-person) include planning, scheduling details, determining logistics and communication needs, and other related tasks.
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. 
Duties include, but are not limited to:
 

• Acts as a first point of contact for the office, working with all members of the MarCom team, and processes payments for marketing and communication expenses with external vendors.
• Monitors budgets and operations, including the Presidential Enrollment MiniGrants, and at regular intervals and conclusion, documents the results for improved future efficiency and effectiveness.
• Effectively utilizes technology including working with numerous financial applications, database and query tools, complex spreadsheets, and file sharing systems.
• Serves as primary liaison for purchasing office supplies, equipment, and technology needs.
• Serves as logistics coordinator for events, to include identification and recommendation for vendors and venues, including catering, staffing, security, signage and entertainment, and any activities at multiple events.
• Schedules meetings and creates events with multiple parties. Assists in planning and securing travel arrangements.
• Communicates with event participants, and other VIPS that are attending events. Provides logistical support and fulfills specific requests for VIP and other guests.
• Create and manage timelines for university events to meet goals for engagement and outreach.
• Working with VP Enrollment Management & Marketing, participates in annual Presidential Enrollment Mini Grant program, including selection, communication with grant recipients, and monitoring of expenses and timelines.
• Supports ad hoc projects from within the MarCom Office. Performs other duties of a similar nature or level.

A full position description can be found online. 
Work schedule: Monday - Friday, 8:00 AM to 5:00 p.m. Occasional additional evening and/or weekend hours may be required. 
Working Conditions: This position typically works extended hours at a desk, using LCD monitors and other general office equipment.
Wage:  $19.59 per hour (Wage Band 23) or the appropriate transfer rate for a current UMS employee. 
Benefits: The University provides a highly competitive benefits package that includes: holidays, vacation, and sick time; health, dental, and vision insurance; life insurance; short and long-term disability insurance; a tuition waiver program for employees and their eligible dependents; a 403(b) retirement plan with a university contribution, and more. View our Benefits Information Summary to learn more.
About the University: 
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.

Required Qualifications:
 

Applicants must complete an online application and submit a cover letter and resume at https://uma.hiretouch.com/. Materials must be submitted via "Apply for Position." You will need to create an applicant profile, complete an application, upload a cover letter that fully describes your qualifications and experiences with specific reference to the required and preferred qualifications, a resume/curriculum vitae, and contact information for three professional references.  
Review of applications will begin January 2. Materials received after January 1, 2024 will be considered at the discretion of the university. We are not able to consider applicants who require Visa sponsorship support. 
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 at Augusta 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 nondiscrimination 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).