Administrative Specialist CL2: Facilities & Security

The University of Maine at Presque Isle is seeking to hire an Administrative Specialist (CL2) to support Facilities and Security.  

The Administrative Specialist for Facilities and Security is responsible for providing high-level administrative support to the Facilities department primarily, with secondary support to the Security department. This role involves coordinating daily office operations, managing communication channels, purchasing, accounts payable and receivable, maintaining accurate records including assisting with timesheets, and supporting the overall functionality of the departments. The ideal candidate is detail-oriented, highly organized, and capable of handling sensitive information with discretion.

The starting rate for this full-time, on-campus position is $19.61 for a new hire or the appropriate transfer rate for a current employee within the ACSUM collective bargaining unit. In addition, the University will contribute up to a 4% matching contribution to the UMS retirement plan. Additional benefits include medical, dental, vision, and tuition waiver programs for employees and dependents. The UMS is a recipient of the Wellness Councils of America’s Well Workplace Award and offers a wellness program.

Key Responsibilities include (not limited to):

• Serve as the primary point of contact for internal and external inquiries related to facilities and security.
• Manage and organize the department’s calendar, scheduling meetings, and appointments, and coordinating with vendors and contractors.
• Prepare and process purchase orders, invoices, and expense reports, often involving significant financial amounts, and ensure timely and accurate submission to the finance department. 
• Maintain and update department records, work orders, databases, and filing systems for ease of access and reference.
• Assist with the coordination of office moves, facility repairs, and routine maintenance activities through the AIM management system.
• Track and manage inventory of office supplies, ensuring necessary supplies are ordered and stocked.
• Managing key agreement forms.
• Serve as a liaison between the Facilities and Security department and other departments to ensure seamless communication and coordination of efforts.
• Support special projects and initiatives related to facilities improvements and security enhancements as directed by management.
• Maintain a high level of professionalism and customer service when interacting with employees, students, visitors, and external vendors.

Required Qualifications

• High School diploma or equivalent (G.E.D.) AND two years of administrative support experience
• Skills and Competencies: 
  • Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
  • Strong written and verbal communication skills.
  • High attention to detail, particularly in record-keeping and documentation.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
  • Ability to maintain confidentiality and handle sensitive information with discretion.
  • Problem-solving skills with a proactive and customer-focused mindset.

For all job requirements and required duties please review the complete job description. 

HOW TO APPLY

Materials must be submitted via “Apply Now" below or visit the UMPI Careers Page at http:// umpi.careers.maine.edu /.  

You will be required to create an applicant profile, application and submit a cover letter and resume.  

Important items to know about the recruitment process: 

• Review of applications will begin on September 5, 2025. 
• Candidates selected to proceed to the final stages of the search process will be requested to provide a list of references. 
• A background screening will be conducted for the successful candidate. 
• The University is not able to consider applicants who require Visa sponsorship support. 

About the University
For more than a century, the University of Maine at Presque Isle has been helping students find their path to great professional careers providing its 1,300 traditional and non-traditional students from all areas of the state, country, and world with life-changing opportunities in a caring, small-university environment. 

Further information about the Univ