This position is currently available to all internal USM employees.

The University of Southern Maine is seeking applicants for the full-time position of Administrative Specialist in support of the Office of the Provost, the Muskie School of Public Service and the Office of Graduate Studies, all of which are on the Portland Campus. 

Located on the USM Portland campus, the Administrative Specialist CL3 will work with students, faculty, and staff across the university. Broadly, the Administrative Specialist CL3 will work with three offices – the Office of the Provost, the Muskie School of Public Service, and the Office of Graduate Studies – in support of administration and USM students. Specific assignments will vary between the offices, though typical responsibilities will include providing direct administrative support; responding to walk-in requests for support and resources; tracking student information and course scheduling; tracking graduate applications; preparing reports and memos; scheduling meetings and helping with minutes; facilitating communications, including maintaining websites and social media presence; organizing events; ordering materials for the offices and the programs; maintaining databases; and supervising student workers.

Additionally, this position will assist with processing HR hiring paperwork for staff positions and monthly reminders about time entry, compliance training, and annual reviews. Demonstrated computer and Microsoft Office proficiency is necessary.

The successful candidate will have considerable internal and external contacts and handle both oral and written communications with a broad range of questions so versatility in English writing and comprehension is required.  The ability to work as part of a team is essential, as is providing exemplary customer service, maintaining confidentiality, and managing multiple tasks. Further, the ability to prioritize and thrive in a diverse environment with interruptions is essential.  Judgment and initiative are frequently exercised and work is typically performed under general rather than specific instruction.

Pay will be equivalent to CL3 internal transfer minimum.

We are the University of Everyone – committed to building a culturally diverse team of leaders, faculty and staff.  We welcome applicants who are multi-lingual.  Women, minorities, individuals with disabilities and veterans are encouraged to apply.

The University of Southern Maine provides a highly competitive benefits package that includes: Paid Time Off (Holidays, Vacation, & Sick), Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Short and Long Term Disability Insurance, Tuition Waiver Program for Employee & Dependents, a 403(b) Retirement Plan, and more. 

Benefits Information Summary

Want to know more about employment, benefits and local resources?  Our Employment webpage has additional information to help you become more familiar with developing a new career at USM as well as exploring everything the Greater Southern Maine area has to offer.

To Apply:

Materials must be submitted via "Apply for position."  You will create an applicant profile and complete an application.  You will need to upload a cover letter, resume/curriculum vitae and a list of the names and contact information for three references.

All required materials must be submitted by March 4, 2021. 

Appropriate background screening will be conducted for the successful candidate if the position involves special responsibilities.

The University of Southern Maine is an EEO/AA employer, and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender expression, national origin, citizenship status, age, disability, genetic information or veteran’s status in employment, education, and all other programs and activities. For inquiries regarding non-discrimination policies: Equal Opportunity Office, 101 North Stevens Hall, University of Maine, Orono, ME  04469-5754, 207.581.1226, TTY 711 (Maine Relay System).