Administrative Specialist CL2 (Events and Operations)

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine and University of Maine at Machias from 07/02/2025 through 07/09/2025 and open to additional internal applicants thereafter.

The Administrative Specialist CL2: Events and Operations is responsible for the planning, organization, and management of events from inception to completion. This role ensures events run smoothly by effectively overseeing logistics, building strong vendor relationships, and coordinating various elements such as venue selection, catering, decor, and entertainment. A primary focus is creating a memorable and safe experience for all attendees. Additionally, this position provides vital administrative support for the Operations and Finance office at the University of Maine at Machias. This position pays $19.61 per hour. This is a part-time, 20 hour per week position with designated office hours Monday through Friday and is located at the University of Maine at Machias. 

Essential Duties & Responsibilities

Events:

• Client Consultation: Engage with clients to gain a thorough understanding of their event vision and goals.
• Event Planning: Develop comprehensive event plans that include timelines, schedules, and task lists for effective execution. 
• Venue Selection: Research and secure appropriate venues for events.
• Logistics:  Organize summer housing, guest registration, building access, and event setup to ensure all logistics are managed efficiently. 
• Marketing and Promotion: Assist in implementing marketing strategies for events, including creating invitations, updating the website, and promoting through social media channels. 
• On-site assistance of events, promptly addressing any issues that arise and ensuring all elements align with the planned vision. 
• Post-Event Follow-Up: Collect and analyze feedback from attendees, manage invoicing, and provide detailed post-event reports to clients. 
• Customer Service: Address customer concerns and complaints while delivering high-quality service.

Administrative Support:

• Provide essential administrative assistance, including managing phone calls, filing, scheduling, and processing various forms. 
• Participate in special projects aimed at enhancing efficiency and productivity. 
• Create and disseminate important documents, such as memos, emails, reports, and other communications.

General Office Duties:

• Manage office supplies and perform other routine administrative tasks. 
• Ensure accurate financial records and carry out basic bookkeeping activities, including expense reporting and invoicing.
• Develop and maintain professional relationships that reflect courtesy, civility, and mutual respect.
• Commit to organizational improvements by identifying opportunities to improve and recommending possible alternatives for a situation.
• Perform other reasonably related duties as assigned.

About the University:

The University of Maine at Machias (UMM), the regional campus of the University of Maine, awards baccalaureate and associate degrees, and certificates. Established in 1909, it is the easternmost university campus in the United States, located on the Gulf of Maine and surrounded by rivers, forests, fishing villages, and blueberry barrens. This unspoiled portion of the Atlantic coast is known for its outdoor recreational opportunities and quality of life. 

UMM serves approximately 750 students with a student-faculty ratio of 11:1. The academic experience emphasizes learning both in the classroom and in experiential settings, with a focus on community-engaged educational opportunities. The area’s bountiful natural resources, and rich environmental, recreational, cultural, and education traditions inform the campus. For more information about the University visit machias.edu.

The University of Maine at Machias offers a wide range of 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. For more information about Machias, Maine, please click here.

Qualifications:
Required: 

• High school diploma or equivalent (G.E.D.) 
• At least two years of administrative support experience
• Interpersonal skills with a proven record of customer service, collaboration, and professionalism
• Exceptional written and verbal communication skills
• Excellent organizational skills with the ability to prioritize and multi-task
• Strong computer skills, including Google Suite, OneDrive, and other web-based software and databases. Aptitude to learn and adapt to new and changing technology. 

Preferred:  

• Bachelor’s degree
• More than two years of administrative support experience.
• Experience planning events 
   

Other Information: 

To be considered for this position you will need to “Apply” and upload the documentation listed below:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on August 8, 2025.

For questions about the search, please contact search committee chair Sarahmarie Abernethy at sarah.abernethy@maine.edu. 

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 and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME  04469-5713, 207.581.1226, TTY 711 (Maine Relay System).