Administrative Specialist CL3: Field Services
Position Title: Administrative Specialist CL3: Field Services Campus: Farmington Department: College of Education, Health & Rehab - FEDUC Bargaining Unit: COLT Salary Band/Wage Band: N/A Location: Farmington ME Statement of Job: The University of Maine Farmington (UMF) is seeking applicants for the position of Administrative Specialist, Career Level 3 (CL3) within the Department of Education, Health & Rehabilitation. 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, prioritizing, and the ability to work in a diverse environment with many interruptions. The Administrative Specialist CL3 works under minimal supervision. Essential Duties & Responsibilities - Responsibilities are a representative sample.
Tracks and reports expenses, including payment of mentor teachers.
Sets up and maintains practica and student teaching courses.
Assists mentor teachers with the usage of the assessment database.
Works with the Field Supervisors to maintain a database of all field placements.
Works with the Registrar to refer graduating students for Maine teacher certification.
Assists students and faculty with any certification questions or concerns.
Coordinates and disseminates student course evaluations using the Blue Course Evaluation system.
Assists the Director of Accreditation with data searches.
Revises/Edits student teaching handbook and practica handbook.
Assists in the coordination of searches.
Facilitates adjustments to the Field Services webpage.
Sends, receives, and documents Memorandum of Understanding (MOUs) with partner schools.
Sends and tracks correspondence regarding student placements to partner schools and districts.
Coordinates complex projects
Develops complex queries requiring connections between multiple tables/databases.
Fields questions and queries from a wide range of stakeholders, and connects these stakeholders with the appropriate members of the Field Services team for a response.
UMF reserves the right to change or assign additional duties as necessary and within the classification.
Complete Classification Specifications can be found here (https://umf.hiretouch.com/uploads/520/file/JDs/UMSAdministrativeSpecialist05-02-2012(1).pdf) .
Full-time, regular position, 40 hours per week, 5 days a week. Daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. with a 30-minute unpaid lunch. This position pays $19.59 per hour, or applicable transfer rate.
About University of Maine at Farmington:
The University of Maine at Farmington has earned a national reputation for excellence, gaining stature as one of the finest state-supported liberal arts colleges in the northeastern U.S. Additionally, UMF is rated 5th in U.S. News & World Report Top Regional Public College North for 2023 and has been rated one of America's Best Colleges by U.S. News 25 times since 1998.
The campus is in historic downtown Farmington, just a short walk away from coffee shops, funky stores, restaurants, banks, bookstores, a multi-screen movie theater and a whole lot more. Our perfect location combines the active outdoor lifestyle with the arts & smarts of a small college town. With enrollment at around 1,600 full-time students, UMF is about the same size as many of New England’s most selective private colleges and offers many of the same advantages, yet at a very affordable price — providing a tremendous college value in a spectacular natural setting. Established in 1864 as Maine’s first public institution of higher education, the University of Maine at Farmington is a founding member of The Council of Public Liberal Arts Colleges (COPLAC) an exclusive national group of public colleges and universities committed to providing superior liberal arts and sciences education.
Who is the University of Maine at Farmington?
A Nationally Ranked (https://www.umf.maine.edu/about/umf-facts/national-reputation/) public university, recognized for its academic excellence, educational value and inclusion.
An Outdoorsy College (https://www.umf.maine.edu/campus-life/outdoor-recreation/) located in the heart of world class skiing and snowboarding, hiking and mountain biking, kayaking and rafting.
An Affordable, high-quality, residential, liberal arts college (https://www.umf.maine.edu/admissions-aid/annual-expenses/) .
A school that offers challenging and innovative Academic Programs (https://www.umf.maine.edu/academics/) in the arts and sciences, teacher preparation, and other pre-professional fields.
A small, friendly campus where Students (https://www.umf.maine.edu/about/about-our-students/) are the center of the universe.
A place where caring Professors (https://www.umf.maine.edu/about/faculty/) work side by side with students — in research, creative endeavors (https://www.umf.maine.edu/campus-life/arts-culture/) , in the classroom and outside.
An institution that offers unparalleled research opportunities — often at the level and depth found at graduate school.
A campus of 1,600 bright, creative, independent-minded students (https://www.umf.maine.edu/about/about-our-students/) who thrive on challenges.
A college where students work hard but also enjoy kicking back and having Fun — lots of fun (https://www.umf.maine.edu/campus-life/) .
A quirky yet warm-hearted, accepting community where it’s OK to be you .
We may not be for everyone, but we just might be the perfect place for you.
Qualifications:
Required Competencies
Customer Service - Maintaining a positive and welcoming atmosphere for all campus stakeholders and outside contacts.
Communication - Excellent verbal, written, and interpersonal skills.
Adaptability - The ability to quickly grasp new concepts, assess their relevance, and integrate them into your organization's strategy.
Confidentiality - The ability to handle sensitive information responsibly and ethically.
Organizational Skills - Proficient at managing multiple tasks while effectively prioritizing and delegating assignments to ensure timely completion and optimal use of resources.
Collaboration - Adept at building and maintaining positive working relationships across departments and teams. Work collaboratively with other departments, faculty, and campus services to enhance the student experience.
Technology - Demonstrated proficiency using computers and related software applications such as Google Applications and Microsoft Suite; demonstrated proficiency in setting up and managing web pages with related directories.
Required Qualifications
High School Diploma or equivalent GED
Sixty (60) credits or more of higher education or equivalent work experience and training
Three (3) years of administrative support experience.
Other Information:
Materials must be submitted electronically via "Apply for Position." Please create an applicant profile, complete a brief application, and upload:
A cover letter, which describes your qualifications, interests and suitability for the position
A resume/curriculum vitae
Contact information for three (3) 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 form. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.
This position is available to employees of the ACSUM/C.O.L.T. Staff of the University of Maine at Farmington from June 6, 2024, through June 12, 2024 and open to external applicants thereafter. Materials received after that date will be considered at the discretion of the University. Incomplete application materials will not be considered. We are not able to consider applicants who require Visa sponsorship support.
All offers of employment are contingent upon successful completion of a background screening and references.
The University of Maine offers a wide range of benefits (http://www.maine.edu/about-the-system/system-office/human-resources/benefits/) for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. View our Benefits Information Summary (https://umf.hiretouch.com/uploads/520/file/BenefitOnePagers/2024-2025/SinglePageBenefits-ACSUM.pdf) for additional information.
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.
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).
Length:
Fiscal Year (12 Months)
Required Documents:
Cover Letter, Resume/CV