Administrative Support Specialist

6 days ago

Orono, Maine, United States Maine's Public Universities Full time
About the Role

We are seeking a highly organized and detail-oriented Administrative Specialist to join our team at Maine's Public Universities. This is a full-time position that requires a strong ability to multitask and prioritize tasks effectively.

Key Responsibilities
  • Provide administrative support to the School of Nursing, including updating website content and publishing events
  • Assist with grant support and upload meeting minutes to the internal website
  • Schedule faculty and department-related meetings and update room reservation requests
  • Coordinate and organize events, including the Pinning Ceremony
  • Manage and maintain undergraduate student files
  • Answer the main telephone line and respond to emails
  • Support the Director and Associate Director with various tasks
  • Track undergraduate student progression and numbers, including variables such as sickness and major injury
  • Verify course and clinical faculty assignments and classroom scheduling using Infosilem
  • Delegate printing and other material requests to work-study students
  • Request reports from the Dean's Office for student data
  • Ensure the academic progression tracking spreadsheet is up-to-date
  • Upload student progression letters and appeal letters into Maxient
  • Prepare CNA registry letters and facilitate and file academic standing letters
  • Support the Clinical Coordinator with various tasks
  • Assist with clinical placement management in Centralized Clinical Placement System (CCPS)
  • Participate in Partnership Requests, Clinical Placement Schedule, and Clinical Ticket Verification
  • Assist with tracking clinical affiliate computer training requirements
  • Support Academic Advisors with various tasks
Requirements
  • Typically has 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience
  • Proficient in Microsoft Office and able to learn new software applications
  • Excellent interpersonal, written, and verbal communication skills
  • Demonstrated attention to detail and ability to handle confidential information
  • Previous experience prioritizing and managing work assignments
  • Ability to use office machines such as copiers, faxes, and scanners
Preferred Qualifications
  • Knowledge of MaineStreet and Google Suite
What We Offer

Maine's Public Universities offers a comprehensive benefits package, including tuition benefits, comprehensive insurance coverage, and retirement plan options. We are committed to diversity and inclusion and strive to create a welcoming and inclusive environment for all employees.

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