The Opportunity: Be the Heartbeat of STEM at UMF!
Are you a master organizer who thrives in a dynamic environment? Do you love the energy of a bustling college campus and want to be the go-to person who keeps everything running smoothly?
The University of Maine at Farmington (UMF) is looking for a proactive, detail-oriented, and energetic Administrative Specialist CL2 to support our vibrant Science, Technology, Engineering, and Mathematics (STEM) Division. In this role, you aren’t just handling paperwork, you are the crucial link connecting students, faculty, and cutting-edge science. If you love variety, problem-solving, and making a tangible difference in a community, we want to hear from you!
The starting rate for this position is $20.39 per hour for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit.
Example of responsibilities including but not limited to:
Key Responsibilities (Including but not limited to):
- Division Liaison: Serve as the primary point of contact for the STEM division and Dean, welcoming and assisting students, faculty, and the public with a variety of inquiries.
- Academic Scheduling & Registration: Assist with coordinating the academic course schedule in Google Sheets and Mainstreet, etc.
- Financial Administration: Handle vital tasks, including purchasing, budget reconciliation, monthly expense reports, invoice submission, and corporate card processing.
- Travel & Event Logistics: Assisting in travel requests, bookings, and Concur expense processing, as well as coordinating logistics for campus events.
- Lab & Equipment Coordination: Maintain classroom labs, manage laboratory access permissions, and track and loan out specialized lab equipment.
- Confidential Record Keeping: Securely maintain confidential student files, coordinate academic checklists, and process transfer student packets from Admissions.
- Meeting & Project Administration: Attend division meetings to take accurate minutes, proof materials, and manage division listservs to keep everyone connected.
Required Skills & Core Competencies
- Communication & Professionalism: Exceptional written and interpersonal skills for fielding inquiries.
- Customer Service: Providing exemplary customer service.
- Adaptability: The ability to pivot effectively with changing campus priorities.
- Technology: Demonstrated use of various digital platforms and ability to learn new technologies (including but not limited to Microsoft Office, Google Suite, Concur, etc.) quickly.
- Organization: Proven ability to manage time effectively and handle high-volume administrative tasks with precision.
- Problem Solving: Approaches challenges with a positive, solution-oriented mindset, identifying effective resolutions to complex or sensitive issues.
- Initiative: Anticipates office/department needs and independently initiates action to improve workflow efficiency and service delivery.
Required Qualifications
- High School diploma or equivalent.
- Sufficient experience, including two (2) years administrative support experience.
Preferred Qualifications
- Experience in higher education.
- We highly value the organizational rigor found in military administrative roles. Candidates with experience as a Yeoman (YN), Personnel Specialist (PS), Administrative NCO, or 42A (Human Resources Specialist) are strongly encouraged to apply.
The University of Maine at Farmington offers a highly competitive benefits package that includes holiday and sick time, medical, dental, and vision insurance, life insurance, short- and long-term disability insurance, a tuition waiver program for employees and eligible dependents, retirement plan options, and more. Visit our benefits website to learn more.
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.
Application Requirements:
- Cover Letter
- Resume/Curriculum Vitae
- Contact information for three (3) professional references
We are not able to consider applicants who require any visa sponsorship support
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 pm EST on Thursday, July 30, 2026
The successful applicant is subject to appropriate background screening.
Equal Opportunity Statement
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.
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. 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: UMF Department of Public Safety / Campus Police, University of Maine at Farmington, 149 Quebec Street, Farmington, Maine 04938-1994, tel 207-778-7400.
The University of Maine System (UMS), established in 1968, consists of seven universities and the University of Maine School of Law, spread across various locations in Maine. UMS provides system-wide services and governance from these locations, leveraging the distinct strengths and collaborations among its institutions to advance strategic priorities for UMS and the state of Maine.
Choosing UMS means opting for a high quality of life supported by excellent benefits such as tuition waivers, robust retirement contributions, and comprehensive insurance coverage including medical, dental, vision, life, and disability. Maine's diverse landscapes, from accessible wilderness and rugged coastline to urban centers and rural communities, offer numerous cultural activities, strong public schools, safe neighborhoods, and high-quality healthcare. Discover more about Maine's exemplary lifestyle on the Maine Office of Tourism website. About the TeamThe 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.
Skills Required
- High school diploma or equivalent
- Two years administrative support experience
- Exceptional written and interpersonal communication skills
- Exemplary customer service skills
- Ability to adapt to changing priorities and manage time effectively
- Proficiency with Microsoft Office, Google Suite (including Google Sheets), Concur, and Mainstreet
- Experience with financial administration: purchasing, budget reconciliation, expense reports, invoice and corporate card processing
- Ability to maintain confidential student records and process academic documents
- Experience coordinating travel, campus events, and logistics
- Ability to take accurate meeting minutes, proof materials, and manage division communications/listservs
- Experience in higher education
- Military administrative experience (e.g., Yeoman, Personnel Specialist, Administrative NCO, 42A)
What We Do
UMS Group is an international utility management consulting firm that helps utilities enhance operational performance management practices, processes, tools, and technology. Specializing in technical and commercial asset management, the company serves clients across power generation, industry, gas and electricity transmission, water, rail, and public transport sectors to ensure they achieve the best possible value from their assets.
