Administrative Specialist CL2 - Career & Employment Hub

The University of Southern Maine’s Career & Employment Hub is seeking an Administrative Specialist CL2 to serve as the primary administrative support for the Hub.

This position is the sole administrative support role within the Career & Employment Hub and provides day-to-day administrative support to all nine other members of the team. Responsibilities include, but are not limited to:

• Operating the Hub’s front desk and serving as a primary point of contact for students, employers, community partners, and others reaching USM by phone, email, or in person.
• Providing responsive customer service and handling non-routine questions, issues, and procedures that require sound judgment and knowledge of relevant policies and practices.
• Providing direct administrative support to the department director, including calendar management, scheduling, meeting coordination, correspondence, and other administrative needs.
• Planning, coordinating, and providing administrative support for the Hub’s signature events, including job fairs, networking dinners, workshops, and other employer- and student-facing programs.
• Coordinating use of the Career and Student Success Center (CSSC) events room, including room reservations, event logistics, and related administrative coordination.
• Supporting the development and expansion of event offerings by coordinating logistics and administrative processes associated with employer engagement, sponsorships, and revenue-generating activities.

The ideal candidate will bring strong administrative expertise, outstanding communication skills, and a dedication to supporting a vibrant academic setting. The role requires discretion and the ability to manage confidential information concerning students and faculty. This position offers the opportunity to contribute to a collaborative and engaging environment that advances scientific learning and research.

The Career & Employment Hub supports students and alumni in exploring career pathways, gaining professional experience, and successfully transitioning into the workforce. Through individualized advising, employer partnerships, internship coordination, networking events, and skill-building workshops, the Hub provides comprehensive career development services grounded in USM’s Service Promise of being Student Focused Every Day. The team works collaboratively across campus and with community and industry partners to create meaningful experiential learning opportunities that prepare students for lifelong career success.

This Administrative Specialist position will pay a starting rate of $20.39/hour for a new hire or the appropriate transfer rate for a current employee with the University of Maine System, as determined by the Associated Clerical Office Laboratory Technical Staff of the Universities of Maine (ACSUM/COLT). This position is a full-time, in-person position based on our Portland Campus.

This position provides a terrific opportunity to pursue a bachelor’s or advanced degree through the university’s generous tuition waiver benefit.

The University of Southern Maine offers highly competitive benefits for full-time and eligible part-time employees that includes (but is not limited to):

• 13 paid holidays plus earned vacation time and sick time
• Health, dental and vision insurance
• Low-cost short-term disability insurance and employer-paid long-term disability insurance
• Employer-paid basic life insurance and supplemental life insurance
• A tuition waiver program for employees and their spouse or dependent child(ren)
• A 403(b)-retirement plan with employer contribution
• Free access to the METRO system, including the Husky Line with service between our Portland and Gorham campuses

To learn more, please review the Benefits Information Summary.

About the University of Southern Maine

The University of Southern Maine is a vibrant academic community located in the greater Portland, Maine area, including campuses in Portland, Gorham, Lewiston, and online. USM is part of the University of Maine System and offers a comprehensive array of undergraduate and graduate programs, emphasizing hands-on learning, community engagement, and interdisciplinary collaboration. With a highly engaged student-centered learning environment, USM is a steward of higher education, helping drive the economic, cultural, and civic life in the communities where our campuses are located and beyond. USM is committed to providing expanded access to high-quality education that elevates economic opportunity and contributes significantly to the vitality of a diverse society. To learn more about USM, visit About Our University.

The University of Southern Maine fosters a welcoming and supportive campus environment that respects and appreciates varied perspectives, enhancing teaching, learning, personal growth, and overall institutional achievement. We welcome applications from candidates of all backgrounds who share our dedication to academic excellence and the enrichment of our community.

We are dedicated to our Service Promise, Student Focused Every Day and seek a team member who embraces this commitment and upholds our core values of Respect & Care, Integrity, Equity, and Responsiveness.

Required Qualifications:

• High school diploma or equivalent (G.E.D.) or international degree equivalency
• 1+ years of administrative support experience
• Excellent communication and customer service skills
• Computer proficiency, including experience working with spreadsheets
• Ability to handle confidential information related to students and faculty

To apply, click on ‘Apply Now’ or visit our USM Careers Page and submit the following:

• Cover Letter
• Resume/Curriculum Vitae
• Finalist candidates will be asked to provide a list of the names and contact information for references

For full consideration please submit all required materials by October 4 , 2026.

We are not able to consider applicants who require Visa sponsorship support.

Appropriate background screening will be conducted for the successful candidate.

The University of Maine System (the System) is an equal opportunity institution committed to fostering a nondiscriminatory environment and complying with all applicable nondiscrimination laws. Consistent with State and Federal law, the System does not discriminate on the basis 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, pregnancy, or veteran or military status in any aspect of its education, programs and activities, and employment. The System provides reasonable accommodations to qualified individuals with disabilities upon request. If you believe you have experienced discrimination or harassment, you are encouraged to contact the System Office of Equal Opportunity and Title IX Services at 5713 Chadbourne Hall, Room 412, Orono, ME 04469-5713, by calling 207.581.1226, or via TTY at 711 (Maine Relay System). For more information about Title IX or to file a complaint, please contact the UMS Title IX Coordinator.

Clery Act:

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish, and distribute an Annual Security Report (ASR), and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. View the University’s Annual Security Report (PDF). If you wish to have a paper copy of the ASR or need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact our Public Safety Office at 207.780.5211.