Administrative Assistant

• Manage inbound phone calls and coordinate schedules for inspections and remediation work.
• Handle email correspondence and support accounts payable and receivable processes.
• Make follow-up calls and assist leadership with inventory tracking and ordering.
• Ensure communication, scheduling, and administrative tasks are handled accurately and efficiently.
• Schedule inspections, remediation appointments, and project-related visits for team members.
• Process accounts payable and accounts receivable documentation and track invoices.

Office Manager – Executive Assistant

• The Administrative Support Specialist provides operational and administrative support for agent lifecycle management, reporting, and technical assistance
• This position serves as a key liaison between multiple departments to ensure agents are properly onboarded, credentialed, supported, and maintained throughout their engagement with the organization
• Provisions and credentials new agents by completing onboarding requirements, system access requests, and account setup activities
• Offboards agents by removing system access, updating records, and ensuring completion of all separation processes
• Assists agents with technical support needs, including login issues, account access concerns, and basic troubleshooting
• Maintains accurate agent rosters and workforce records across multiple systems
• Generates, updates, and distributes reports to support operational and business needs
• Tracks and monitors training and course completion requirements and follows up as necessary to ensure compliance
• Communicates effectively with client, leadership, and internal departments to resolve issues and provide timely updates
• Coordinates with cross-functional teams to ensure seamless onboarding, support, and offboarding processes
• Maintains confidentiality of sensitive information and adheres to company policies and procedures

Administrative Support Specialist

• 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.

Administrative Specialist CL3 – Communications & Data Specialist

• Provide enrollment and registration support for YourPace students, ensuring accurate, timely, and compliant course enrollment and student record management.
• Monitor enrollment activity, degree progress, and eligibility for course additions.
• Maintain MaineStreet and degree audit accuracy and support student success through coordination with Academic Success Coaches and campus partners.
• Consistent and timely processing of enrollment requests and student support needs.

Administrative Assistant jobs in Maine

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Office Manager – Executive Assistant

Administrative Support Specialist

Administrative Specialist CL3 – Communications & Data Specialist

Administrative Specialist, YourPace Enrollment