Executive Office Manager

The purpose of this position is to coordinate and oversee the day-to-day activities in the Graduate School office. Working under the direction of the Assistant Vice President for Graduate Studies, the Executive Office Manager will supervise the Graduate School staff and Graduate Assistants, assigning tasks as necessary and making maximum use of the available staff time. The Executive Office Manager will also carry out other tasks as assigned. Typical hiring range for this position is $40,000 to $50,000, commensurate with experience and qualifications.
Essential Duties & Responsibilities:
Supervise the Graduate School's staff and monitor progress towards established goals.
Approve annual leave and sick leave for staff members in MaineStreet and monitor requested vacation time and other planned absences of staff members.
Coordinate the work assignments of the office's graduate assistants.
Oversee appointment of graduate assistants and fellows and health insurance enrollment.
Serve as the Secretary to the Graduate Board, and editor of the Graduate School Constitution, the Graduate Catalog, and the Policies and Regulations documents.
Coordinate planning of special events such as the Graduate School's orientation program, the annual welcome picnic, Graduate School open houses, Maine Impact Week, and the Graduate School's Commencement ceremony.
Serve as the building manager.
Other reasonable duties as assigned.
Knowledge, Skills & Qualifications:
Typically has the education and background associated with a bachelor's or 3-5 years of relevant work-related experience.
Demonstrated excellent written and verbal communication skills.
Proficiency in Microsoft Office and Google suites.
Knowledge of MaineStreet student records, human resources, and financial modules is preferred.
Excellent organizational skills and the capacity to engage in multiple initiatives simultaneously.
Capacity to work independently with minimal supervision in a collaborative environment and provide leadership conducive to consensus building and teamwork.
Prior experience in staff supervision.
Ability to travel in state and regionally for job-related purposes.
SUPERVISORY RESPONSIBILITY: Hourly and professional staff, and graduate student assistants.
WORK ENVIRONMENT/DYNAMICS: The Graduate School in Stodder Hall oversees the administration of 35 doctoral and 85 master's degree programs with a graduate student enrollment of nearly 2000. Office workload is heavy and teamwork is essential. Office hours are 8:00 a.m. to 4:30 p.m. Occasional work outside this regular schedule, to include evenings and weekends may be occasionally required.
WORK YEAR: Full-time, 12 months.
POSITION TYPE: Full-time, ongoing, base budgeted.
SCHEDULE FOR EVALUATION: In the initial six months of employment and annually thereafter, in accordance with the UMPSA agreement.
Appropriate background checks are required.
All UMS employees are required to comply with applicable policies and procedures, as well as to complete applicable workplace related screenings, and required employee trainings, such as Information Security, Safety Training, Workplace Violence, and Sexual Harassment.
Materials must be submitted via "Apply For Position". You will need to create a profile and application; upload a cover letter and a resume/curriculum vitae which fully describes your qualifications and experiences with specific reference to the required and preferred qualifications; and provide contact information for three professional references. You will also need to complete the affirmative action survey, the self-identification of disability form, and the self-identification of veteran status form. Incomplete application materials cannot be considered. Review of applications will begin March 9, 2018. Materials received after that date will be reviewed at the discretion of the University.
The University of Maine System is an EEO/AA employer, and does not discriminate on the grounds of race, color, religion, sex, sexual orientation, including transgender status and gender expression, national origin, citizenship status, age, disability, genetic information or veteran's status in employment, education, and all other programs and activities. Please contact the Director of Equal Opportunity, 101 N. Stevens Hall, Orono, ME 04469 at 207-581-1226 (voice), TTY 711 (Maine Relay System), or equal.opportunity@maine.edu with questions or concerns.
Fiscal Year (12 Months)
Required Documents:
Cover Letter, Resume/CV

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