Administrative Specialist CL3 – Communications & Data Specialist

UMS

Administrative Specialist managing risk and safety management communications and outreach. Supporting initiatives through data reporting and training coordination at the University of Maine System.

Posted 6/9/2026full-timeOrono • Maine • 🇺🇸 United StatesMid-LevelSenior💰 $21 per hourWebsite

About the role

Key responsibilities & impact

Coordinate and support department communication and outreach activities.
Assist in the development and distribution of educational, informational, and promotional materials.
Create and maintain content for websites, newsletters, social media platforms, training announcements, and other communication channels.
Coordinate outreach efforts with internal departments and external stakeholders.
Ensure communications are consistent with University branding, accessibility standards, and departmental objectives.
Coordinate training programs, workshops, meetings, and outreach events.
Manage registrations, attendance records, schedules, and related communications.
Assist with the preparation of presentations, training materials, and educational resources.
Support department efforts to promote safety awareness and engagement across the University System.
Maintain databases, spreadsheets, records, and reporting systems.
Compile, analyze, and summarize data for routine and non-routine reports.
Prepare reports, dashboards, and informational summaries to support departmental operations and decision-making.
Monitor data quality and assist in maintaining accurate records and documentation.
Maintain electronic and physical filing systems, records, and departmental documentation.
Prepare correspondence, reports, meeting materials, and other business documents.
Coordinate document review, updates, distribution, and retention activities.
Provide administrative support for departmental projects and operational activities.
Respond to inquiries and assist members of the University community in accessing department resources and services.

Requirements

What you’ll need

60 credits or more of higher education or equivalent work experience and training
Three years of administrative, communication, project coordination, data management, or related experience
Strong written and verbal communication skills
Experience maintaining records, data bases, spreadsheets, or reporting systems
Demonstrated organizational skills and ability to manage multiple priorities
Proficiency with Microsoft Office Suite, Google Workspace, and related business software
Strong attention to detail and commitment to accuracy.
Ability to analyze, organize, and present information clearly and accurately.
Skills in preparing reports, presentations, and communications materials.
Ability to maintain confidentiality and handle sensitive information.
Ability to interpret and apply established policies and procedures.

Benefits

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

data managementrecord keepingreport preparationcontent creationdata analysisproject coordinationcommunication materials preparationschedulingdatabase managementpresentation development

Soft Skills

strong written communicationstrong verbal communicationorganizational skillsattention to detailability to manage multiple prioritiescommitment to accuracyability to maintain confidentialityability to interpret policiesanalytical skillsinterpersonal skills