Administrative Specialist CL2

The Opportunity: Be the Heartbeat of STEM at UMF!

Are you a master organizer who thrives in a dynamic environment? Do you love the energy of a bustling college campus and want to be the go-to person who keeps everything running smoothly?

The University of Maine at Farmington (UMF) is looking for a proactive, detail-oriented, and energetic Administrative Specialist CL2 to support our vibrant Science, Technology, Engineering, and Mathematics (STEM) Division. In this role, you aren't just handling paperwork, you are the crucial link connecting students, faculty, and cutting-edge science. If you love variety, problem-solving, and making a tangible difference in a community, we want to hear from you!

The starting rate for this position is $20.39 per hour for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit.

Example of responsibilities including but not limited to:

Key Responsibilities (Including but not limited to):

• Division Liaison: Serve as the primary point of contact for the STEM division and Dean, welcoming and assisting students, faculty, and the public with a variety of inquiries.
• Academic Scheduling & Registration: Assist with coordinating the academic course schedule in Google Sheets and Mainstreet, etc.
• Financial Administration: Handle vital tasks, including purchasing, budget reconciliation, monthly expense reports, invoice submission, and corporate card processing.
• Travel & Event Logistics: Assisting in travel requests, bookings, and Concur expense processing, as well as coordinating logistics for campus events.
• Lab & Equipment Coordination: Maintain classroom labs, manage laboratory access permissions, and track and loan out specialized lab equipment.
• Confidential Record Keeping: Securely maintain confidential student files, coordinate academic checklists, and process transfer student packets from Admissions.
• Meeting & Project Administration: Attend division meetings to take accurate minutes, proof materials, and manage division listservs to keep everyone connected.

Complete job description

Required Skills & Core Competencies

• Communication & Professionalism: Exceptional written and interpersonal skills for fielding inquiries.
• Customer Service: Providing exemplary customer service.
• Adaptability: The ability to pivot effectively with changing campus priorities.
• Technology: Demonstrated use of various digital platforms and ability to learn new technologies (including but not limited to Microsoft Office, Google Suite, Concur, etc.) quickly.
• Organization: Proven ability to manage time effectively and handle high-volume administrative tasks with precision.
• Problem Solving: Approaches challenges with a positive, solution-oriented mindset, identifying effective resolutions to complex or sensitive issues.
• Initiative: Anticipates office/department needs and independently initiates action to improve workflow efficiency and service delivery.

Required Qualifications

• High School diploma or equivalent.
• Sufficient experience, including two (2) years administrative support experience.

Preferred Qualifications

• Experience in higher education.
• We highly value the organizational rigor found in military administrative roles. Candidates with experience as a Yeoman (YN), Personnel Specialist (PS), Administrative NCO, or 42A (Human Resources Specialist) are strongly encouraged to apply.

The University of Maine at Farmington offers a highly competitive benefits package that includes holiday and sick time, medical, dental, and vision insurance, life insurance, short- and long-term disability insurance, a tuition waiver program for employees and eligible dependents, retirement plan options, and more. Visit our benefits website to learn more.

The University of Maine at Farmington employees are Mandatory Reporters with the exception of UMF's licensed, clinical medical providers (including athletic trainers), and mental health providers and their clinical interns when working in their capacity as providers.

Application Requirements:

• Cover Letter
• Resume/Curriculum Vitae
• Contact information for three (3) professional references

We are not able to consider applicants who require any visa sponsorship support

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 pm EST on Thursday, July 30, 2026

The successful applicant is subject to appropriate background screening.

Equal Opportunity Statement

The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis 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, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling 207.581.1226, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator at www.maine.edu/title-ix/.

The University of Maine at Farmington employees are Mandatory Reporters with the exception of UMF's licensed, clinical medical providers (including athletic trainers), and mental health providers and their clinical interns when working in their capacity as providers.

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: UMF Department of Public Safety / Campus Police, University of Maine at Farmington, 149 Quebec Street, Farmington, Maine 04938-1994, tel 207-778-7400.

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 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.