This position is open to current University of Maine staff only.

Twelve month, full-time, regular position, 40 hours per week, 5 days per week. This position pays $19.02/hour or applicable transfer rate. Daily work hours are Monday-Friday, 8:00 a.m. - 4:30 p.m.

Essential Duties & Responsibilities:

Dean’s Office

• Serves as the primary contact and line of communication for the Dean’s Office.
• Maintains the Dean’s online calendar and coordinate meetings, travel, and activities for efficient operation of the library.
• Provides a full range of communications, both verbally and in writing, with library staff, students, donors, and alumni as well as with University and UMS administrations and stakeholders. Communications include non-routine questions, issues, and procedures; complex and sensitive internal and external requests requiring confidentiality and a comprehensive understanding of relevant library and university policies, procedures, and rules; preparation of individualized responses for non-routine issues on the Dean’s behalf.
• Provides a full range of communications, both verbally and in writing, with library directors representing the URSUS libraries, the Larger Libraries Group, Maine InfoNet, and the New England Land Grant libraries.  Communications include non-routine questions, issues, and procedures; complex and sensitive requests requiring an understanding of state-wide library communities; and the drafting or preparation of responses for non-routine issues on the Dean’s behalf.
• Serves as the library’s resource on administrative and human resources issues. Acts as the library’s representative to Human Resources as it pertains to all personnel searches, monitors the evaluation schedule for all staff for completion, and monitors the mandated staff training for completion.  Prepares documents as needed for personnel actions including promotions.
• Schedules and prepares agendas, takes meeting notes, and schedules rooms as needed for internal meetings and external meetings.
• Accesses and manages data related to alumni/donor/development history.  Prepares donor communications.  Works with the assigned development officer and the library’s relationships manager on donor relations.
• Maintains the library online staff bulletin board.
• Maintains the library website on the direction of the Digital Communications Committee.
• May serve on library or university committees.
• Organizes and maintains files (paper and electronic), including creating and maintaining confidential files. Maintains an appropriate discard schedule.
• Makes full use of Microsoft Office and other software to support day to day and project work.  Ability to work with technology and to assist in setups for general staff meetings or other similar events as needed.

Business Office and Payroll

• Performs payroll related activities for library staff and students. Reviews hours worked and time entry for multiple regular and student employees. Works to resolve questions about time. 
• Prepares reports capturing library data and statistics from a variety of sources. Data may be pulled into other programs to review for trends.
• Orders, receives, and inventories equipment and supplies.  Manages library supply vending machine, tracking sales, product inventory, and replenishing as needed.
• Provides receiving and processing of financial transactions. Posts charges and credits to student accounts. Reviews reports to reconcile variances between library record and student account.
• Manages the student employee processing for hired students. Maintains data on hours and prepares budget reports for library departments working from the general ledger.  Prepares analysis for departments to aid them in determining their student staffing needs.
• Assists with programing library doors through Transact system based on the calendar year schedule; communicates changes in schedule to other areas on campus including Public Safety.
• Maintains scheduling for meeting rooms and provides back-up for scheduling classroom and other spaces including the Tutor Room and The Writing Center Room.

Other Duties

• May assist the University Press staff; manages the personnel records of the staff; ensures that mandated training is completed; may assist with book launches and other activities.
• Participates in maintaining a safe, welcoming and productive environment for fellow staff and library users.
• Contributes a positive, creative, and energetic force to the work; demonstrates skills in collaboration especially working with staff members whose interest and needs differ.
• Performs other reasonably related duties as assigned.

The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. 

The University of Maine 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. As a former NSF ADVANCE institution, the University of Maine is committed to diversity in our workforce and to dual-career couples.

UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Learn more about what the Bangor region has to offer here.

Required:

• Typically has 60 credits or more of higher education OR equivalent work experience and training AND three years of administrative support experience.
• Ability to successfully work independently, prioritize workload, and function effectively in a fast-paced work environment necessary.
• Proven experience delivering exemplary customer service.
• Ability to represent the library, the press, UMaine, and Dean in a professional and positive manner.
• Excellent computer skills.
• Excellent oral and written communication skills.
• Ability to prepare reports, presentations, correspondence, and other documents effectively.
• Ability to maintain electronic and standard filing systems.
• Ability to maintain confidentiality.
• Strong attention to detail.
• Excellent interpersonal skills and success working within a team environment.
• Occasionally lifts up to 40 lbs.

Preferred:

• Knowledge of MS Office (Word, Excel, PowerPoint), Adobe, WordPress, Gmail, Google Calendar, MaineStreet/ Peoplesoft, and Advance software.

Materials must be submitted via "Apply For Position" below. You will need to create a profile and application; upload:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae
3.) contact information for three professional references

You will also need to submit the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status forms. Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

Search Timeline is as follows:
Review of applications to begin: June 15, 2023
Interviews to begin no earlier than: June 22, 2023
Tentative start date: July 6, 2023

For questions about the search, please contact search committee co-chair sclement@maine.edu.

The successful applicant is subject to appropriate background screening.

In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding nondiscrimination policies: Director of Equal Opportunity, 5748 Boudreau Hall, Room 101, Orono, ME 04469-5754, 207-581-1226, TTY 711 (Maine Relay System).