Administrative Specialist CL2: Facilities & Security

Job Description

The University of Maine at Presque Isle is seeking to hire an Administrative Specialist (CL2) to support Facilities and Security.

The Administrative Specialist for Facilities and Security is responsible for providing high-level administrative support to the Facilities department primarily with secondary support to the Security department. This role involves coordinating daily office operations, managing communication channels, purchasing, accounts payable and receivable, maintaining accurate records including assisting with timesheets, and supporting the overall functionality of the departments. The ideal candidate is detail-oriented, highly organized, and capable of handling sensitive information with discretion.

The starting rate for this full-time, on-campus position is $18.86 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit. In addition, the University will contribute up to a 4% matching contribution to the UMS retirement plan. Additional benefits include medical, dental, vision, and tuition waiver programs for employees and dependents. The UMS is a recipient of the Wellness Councils of America's Well Workplace Award and offers a wellness program.

Key Responsibilities include (not limited to)

• Serve as the primary point of contact for internal and external inquiries related to facilities and security.
• Manage and organize the department's calendar, scheduling meetings, and appointments, and coordinating with vendors and contractors.
• Prepare and process purchase orders, invoices, and expense reports, ensuring timely and accurate submission to the finance department.
• Maintain and update department records, work orders, databases, and filing systems for ease of access and reference.
• Assist with the coordination of office moves, facility repairs, and routine maintenance activities through the AIM management system.
• Track and manage inventory of office supplies, ensuring necessary supplies are ordered and stocked.
• Managing key agreement forms.
• Serve as a liaison between the Facilities and Security department and other departments to ensure seamless communication and coordination of efforts.
• Support special projects and initiatives related to facilities improvements and security enhancements as directed by management.
• Maintain a high level of professionalism and customer service when interacting with employees, students, visitors, and external vendors.

Qualifications

Required: High School diploma or equivalent (G.E.D.) AND two years of administrative support experience

Skills and Competencies

• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• High attention to detail, particularly in record-keeping and documentation.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Problem-solving skills with a proactive and customer-focused mindset.

For all job requirements and required duties please review the complete job description.

How to Apply

Click on "Apply Now" below or visit the UMPI Careers Page at ~~~/.

For your application to be considered complete, you must submit a cover letter and a resume.

Finalist candidates will be asked to provide names and contact information for references.

Complete applications must be submitted no later than January 10, 2024. Materials received after that date will be considered at the discretion of the University.

The University is not able to consider applicants who require Visa sponsorship support.

A background screening will be conducted for the successful candidate.

About the University

For more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment.

Further information about the University of Maine at Presque Isle can be found at ~~~/

The university sits on 150 acres surrounded by the rolling hills and potato fields of northern Maine and the university strives to be the region's premier learning institution while helping to stimulate cultural and economic development in Aroostook County and the State of Maine. The university serves as an educational and cultural center for the area and its facilities are utilized for lectures, programs, concerts, dance performances, exhibits, and plays that benefit the entire region.

Learn more about what Aroostook County has to offer here.

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 have any questions, contact Safety and Security 111 Campus Center 181 Main St.Presque Isle, ME 04769 Phone: ~~~

Equal Opportunity Statement- 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, ~~~. TTY 711 (Maine Relay System).

About Us

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.

About the Team

For more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment.

Further information about the University of Maine at Presque Isle can be found at ~~~/.

The university sits on 150 acres surrounded by the rolling hills and potato fields of northern Maine and the university strives to be the region's premier learning institution while helping to stimulate cultural and economic development in Aroostook County and the State of Maine. The university serves as an educational and cultural center for the area and its facilities are utilized for lectures, programs, concerts, dance performances, exhibits, and plays that benefit the entire region.

Learn more about what Aroostook County has to offer here.