Administrative Specialist CL2

The University of Maine at Farmington (UMF) seeks a detail-oriented Administrative Specialist to serve as the operational hub for the Ferro Alumni Center and the Marketing and Communications Department. Because this position supports both the Alumni/Advancement and Marketing/Communications teams, you will play an important role in donor relations, event planning, and the daily pulse of campus life.

The starting rate is $19.61 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:

• Donor & Alumni Relations: Maintain gift logs and prepare professional tax receipts and thank-you correspondence.
• Digital & Social Media Support: Provide administrative support regarding alumni social media and marketing materials. 
• Office & Logistics Management: Serve as the primary point of contact for the Ferro Alumni Center, managing room reservations, procurement, travel, and calendar management for the Director of Marketing.
• Financial Stewardship: Process invoices and purchase orders, manage corporate card reconciliations, and handle sensitive financial and donor information with high confidentiality.  Processing purchase orders, posting accounts for billing, as well as processing cash, checks and accounts receivable.
• Event & Campus Support: Provide hands-on assistance for community events, alumni gatherings, and Commencement ceremonies.
• Communications: Handling verbal and written communications for a broad range of questions, issues and requests, preparing customized memos and related communications for non-routine issues; identifying needs of various parties to determine appropriate response.
• Planning and Coordinating: Simple projects and events.
• Writing: Creating simple to moderately complex queries using well defined tables; establishing links between common tables and databases; information requests may be routine or non-routine. 
   

Required Skills & Core Competencies

• Communication & Professionalism: Exceptional written and interpersonal skills for fielding inquiries from alumni, donors, and the public.
• 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, Advance, CRM, Give Campus, 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 or alumni relations; proficiency with advancement-specific platforms (Advance/CRM).
• 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 Tuesday, February 10, 2026.  

The successful applicant is subject to appropriate background screening. 

 

Equal Opportunity Statement

About the University of Maine System

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.
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.