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Administrative Coordinator

4 months ago

Portland, United States University of New England Full time

**About The University of New England**
UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.-
**Responsibilities**
- Oversee and carry out various day-to-day project and departmental administrative functions.
- Perform regular administrative duties for the department: answer phones and serve as department receptionist; type/print using word processor correspondence, exams, reports, and manuals; order office supplies; maintain appointment calendars; screen incoming mail; set up meetings; photocopy; and other related duties.
- Coordinate, initiate, prepare, process, and/or monitor various administrative, financial and operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University students, faculty or staff, or individuals outside the University.
- Organize and maintain various departmental files and records, frequently involving cross filing and cross-referencing systems.
- Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers: design and basic programming of appropriate databases and data management and reporting systems using various PC software; initial database input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
- Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
- Compile a variety of information from both manual and computerized records and files for regular and special reports, in response to specific requests by supervisor or other staff members.
- Prepare/coordinate bulk or other special departmental mailings.
- Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
- Perform basic liaison functions with students, faculty, staff, parents, or other department/program constituency: explain policies and procedures, answer various questions, coordinate services and assistance, handle special requests or problems, routing them to senior staff members as appropriate.
- Perform other specialized or technical administrative tasks related to the department’s primary function.
- Confer regularly with immediate supervisor, other department/University personnel, and/or various firms, organizations and individuals outside the University to plan and coordinate activities, exchange information, resolve problems, and other related tasks.
- Train and oversee the work of junior staff members or student assistants.
- Perform other related duties as assigned

**Qualifications**
- Associate’s Degree in business or other appropriate discipline, plus two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills have been acquired.- Good basic administrative and organizational skills. Experience in organizing and maintaining a moderately complex filing and records systems. A broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception, and so forth.
- Good reading, spelling/grammar and general writing and math skills.
- Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals and organizations.

**EEO Statement Summary**
- Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.**COVID Vaccination Statemen