Administrative Coordinator

The University of Maine   Orono, ME   Full-time     Education
Posted on February 1, 2024
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University of Maine
College of Education and Human Development

Administrative Coordinator

Statement of the Job:
We are seeking applications for an Administrative Coordinator in the College of Education and Human Development at the University of Maine.  The Administrative Coordinator independently manages and oversees activities of the College and provides high-level administrative, executive, and project support to the Dean and the College; serves as the primary point of contact for both internal and external constituencies on all matters pertaining to the College; assists with the coordination of day-to-day schedules and activities; manages the office and office operations, and provides specialized support in such domains as stewardship and event planning; and researches, prioritizes, and follows-up on multiple issues and concerns addressed to the office, including those of a sensitive, confidential, and complex nature. 

Essential Duties and Responsibilities:
Provides administrative support for the dean and serves as the primary contact and line of communication with both internal and external constituencies for the Dean’s Office and the College. 
Provides oversight and coordination of key activities within the college, including scheduling and maintaining electronic calendars, travel arrangements, schedules for visiting lecturers and guests, donor stewardship, promotion and post tenure process, faculty reappointments, professorships, and sabbaticals.
Independently researches, prioritizes, analyzes, and follows up on multiple specific issues, some of which may be highly sensitive and confidential in nature; determines appropriate course of action, referral, and/or response.
Builds productive and professional relationships with internal and external constituencies, communicating on both routine and non-routine matters that may involve interpretation of university and departmental policy.
Develops, manages, and maintains multiple complex databases, spreadsheets, and mailing lists.
Coordinates and attends meetings, participates in discussions, as appropriate, and provides administrative support (e.g., prepare agendas, record minutes) and follow-up on matters arising from meetings.
Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards. 
Coordinates, supervises, and assists with the completion of special events and projects for the College (e.g., graduation events, awards ceremonies) including room reservations, food service, technology, and travel/housing for external contacts.
Acts as building manager/safety coordinator: oversees general maintenance and coordinate with Facilities Management, serves as point person in emergency situations and maintain emergency safety plans.
Oversee maintenance of College vehicles, including scheduling of vehicles
Develops and maintains professional relationships that reflect courtesy, civility, and mutual respect.
Other reasonably-related duties as assigned.

Knowledge, Skills, and Qualifications:

Bachelor’s degree or equivalent combination of education and experience required.
Computer proficiency.
Excellent interpersonal skills with a proven record of team-work, customer service, and professionalism.
Demonstrated ability to work creatively and independently without supervision and to manage multiple tasks and deadlines on a daily basis in a fast-paced environment required.
Excellent communication skills (written and oral).
Attention to detail and focus on accuracy.
Experience with video conferencing software.
Experience with Microsoft Office and Google Suite: Gmail, Google Calendar, and Google Drive.

Experience in an academic setting.
Experience with Peoplesoft software
Experience with Advance software
Experience with Zoom video conferencing software
Knowledge of Concur (travel) and/or Marketplace (purchasing) platforms

Other Information:
Materials must be submitted via "Apply For Position" at  You will need to create a profile and application; upload:
1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae
3.) contact information for three professional references
You will also need to submit the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status forms. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.
Search Timeline is as follows:
Review of applications to begin: February 16, 2024
Interviews to begin no earlier than: February 23, 2024
Tentative start date: April 1, 2024 or agreed upon start date
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, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207.581.1226, TTY 711 (Maine Relay System).