Administrative Specialist CL3 - Social Work

Job Description
The School of Social Work is seeking an Administrative Specialist to support the students, faculty, fieldwork staff and the overall operations of the school. The University of Southern Maine's School of Social Work has two professional degree programs accredited by the Council on Social Work Education: undergraduate (BSW) and graduate (MSW). The School of Social Work educates culturally responsive/informed, strengths-oriented, community-embedded social workers. The Administrative Specialist works within the framework of the mission and values of the school and serves as a representative of the school when interfacing with others.
The Administrative Specialist performs diverse duties, that include but are not limited to:

• Overall administrative support to facilitate school operations in collaboration with the school's leaders.
• Digital record keeping, organization and management.
• Responding to and managing incoming email and phone calls to the school.
• Making, managing, and tracking purchases and processing payment invoices.
• Website and social media administration.
• Documenting and filing meeting minutes.
• Employing various digital platforms used by USM and the School of Social Work (Mainestreet, Brightspace, FileMaker and others).
• Using Google Docs and other Google suite functions and Microsoft Office (such as Word, PowerPoint & Excel).
• Administrative support and collaboration for school event planning and delivery.
• Creative problem solving.

The work requires knowledge and skill in a variety of areas and involves considerable internal and external interpersonal contact and collaboration, access to confidential information, and implementation of department policies and procedures. Communication includes routine and non-routine matters which may involve interpretation of university and school policy. Maintaining confidentiality, managing multiple tasks, working independently and collaboratively as appropriate to tasks and projects at hand, and ability to prioritize are essential. Good organizational skills, working cooperatively with others, conflict resolution, adaptability and flexibility are also important characteristics needed for this position. Judgment and initiative are frequently exercised, and work is typically performed under general rather than specific instruction.
The Administrative Specialist in the School of Social Work occupies an office in the school's main suite in Masterton Hall on the Portland Campus and is the primary student and faculty facing professional at the entry point of the school, interfacing with and assisting a wide range of people on a regular basis.
For this Administrative Specialist position the starting rate of pay will be $19.59/hour for a new hire or the appropriate transfer rate for a current employee with the University of Maine System. This position is full-time, 8:00AM - 4:30PM, Monday - Friday. Evening and weekend duties come up occasionally for special school events and comp time will be utilized in these situations.
The University of Southern Maine is a deeply personal, welcoming campus community. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located. We are committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society.
The University of Southern Maine is committed to developing a diverse faculty, staff, and student body. It embraces an inclusive campus community that values the expression of differences in ways that promote excellence in teaching, learning, personal development, and institutional success. Our Office of Equity, Inclusion and Community Impact supports the University of Southern Maine's DEIA and Community Impact focused departments, committees, groups, projects, training, and events. USM encourages women, veterans, individuals with disabilities, and people from diverse racial, ethnic, and cultural backgrounds to apply.
We live our USM Service Promise: Student Focused Every Day. We are looking for a team member who understands that promise and supports our values: Respect & Care, Integrity, Equity and Responsiveness.
The University of Southern Maine provides a highly competitive benefits package that includes: holidays, vacation and sick time; health, dental and vision insurance; life insurance; short and long term disability insurance; a tuition waiver program for employee and eligible dependents; a 403(b) retirement plan with a 10% of base compensation employer contribution; and more.
Required Qualifications:

• 60 credits or more of higher education or equivalent work experience and training
• Three years administrative or project support or comparable experience.
• Computer proficiency - intermediate to advanced (ex. MS Office, HRIS, web).
• Ability to work well with many people at all levels.
• Excellent communication and interpersonal skills
• Ability to manage multiple tasks, prioritize and assign work.

To apply, click on 'Apply Now' and submit the following:

• Cover Letter
• Resume/Curriculum Vitae

You will create an applicant profile and complete an application and upload a cover letter and resume/curriculum vitae. Finalist candidates will be asked to provide a list of the names and contact information for references.
We will examine candidate packages on an ongoing basis as they are submitted.
All required materials must be submitted by September 29, 2024.
We are not able to consider applicants who require Visa sponsorship support.
Appropriate background screening will be conducted for the successful candidate.
EEO 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 nondiscrimination policies: Director of Equal Opportunity, 5748 Boudreau Hall, Room 101, Orono, ME , , TTY 711 (Maine Relay System).
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 by clicking on this link: 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: or .