Administrative Specialist CL2 (Events and Operations)

 

Position is available to employees of the Associated C.O.L.T. Staff of the University of Maine and University of Maine at Machias from 07/02/2025 through 07/09/2025 and open to additional internal applicants thereafter.

 

 

The Administrative Specialist CL2: Events and Operations is responsible for the planning, organization, and management of events from inception to completion. This role ensures events run smoothly by effectively overseeing logistics, building strong vendor relationships, and coordinating various elements such as venue selection, catering, decor, and entertainment. A primary focus is creating a memorable and safe experience for all attendees. Additionally, this position provides vital administrative support for the Operations and Finance office at the University of Maine at Machias. This position pays $19.61 per hour. This is a part-time, 20 hour per week position with designated office hours Monday through Friday and is located at the University of Maine at Machias. 

Essential Duties & Responsibilities

Events:

• Client Consultation: Engage with clients to gain a thorough understanding of their event vision and goals.
• Event Planning: Develop comprehensive event plans that include timelines, schedules, and task lists for effective execution. 
• Venue Selection: Research and secure appropriate venues for events.
• Logistics:  Organize summer housing, guest registration, building access, and event setup to ensure all logistics are managed efficiently. 
• Marketing and Promotion: Assist in implementing marketing strategies for events, including creating invitations, updating the website, and promoting through social media channels. 
• On-site assistance of events, promptly addressing any issues that arise and ensuring all elements align with the planned vision. 
• Post-Event Follow-Up: Collect and analyze feedback from attendees, manage invoicing, and provide detailed post-event reports to clients. 
• Customer Service: Address customer concerns and complaints while delivering high-quality service.

Administrative Support:

• Provide essential administrative assistance, including managing phone calls, filing, scheduling, and processing various forms. 
• Participate in special projects aimed at enhancing efficiency and productivity. 
• Create and disseminate important documents, such as memos, emails, reports, and other communications.

General Office Duties:

• Manage office supplies and perform other routine administrative tasks. 
• Ensure accurate financial records and carry out basic bookkeeping activities, including expense reporting and invoicing.
• Develop and maintain professional relationships that reflect courtesy, civility, and mutual respect.
• Commit to organizational improvements by identifying opportunities to improve and recommending possible alternatives for a situation.
• Perform other reasonably related duties as assigned.

About the University:

The University of Maine at Machias (UMM), the regional campus of the University of Maine, awards baccalaureate and associate degrees, and certificates. Established in 1909, it is the easternmost university campus in the United States, located on the Gulf of Maine and surrounded by rivers, forests, fishing villages, and blueberry barrens. This unspoiled portion of the Atlantic coast is known for its outdoor recreational opportunities and quality of life. 

UMM serves approximately 750 students with a student-faculty ratio of 11:1. The academic experience emphasizes learning both in the classroom and in experiential settings, with a focus on community-engaged educational opportunities. The area’s bountiful natural resources, and rich environmental, recreational, cultural, and education traditions inform the campus. For more information about the University visit machias.edu.

The University of Maine at Machias offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. For more information about Machias, Maine, please click here.

Qualifications:
Required: 

• High school diploma or equivalent (G.E.D.) 
• At least two years of administrative support experience
• Interpersonal skills with a proven record of customer service, co