The primary purpose of this position is to provide comprehensive administrative, operational, and technological support to the School of Nursing's PhD in Nursing program at the University of Maine. This role ensures that the doctoral program aligns with institutional goals, national accreditation standards, and the mission of advancing nursing education, research, and service. The position supports the effective development, implementation, and sustainability of the doctoral program through student services coordination, faculty support, policy and document management, communication, compliance, and event logistics. It plays a critical role in promoting program visibility, maintaining regulatory standards, and supporting student and faculty success in teaching, research, and service activities. In addition to responsibilities supporting the doctoral program, the position allocates approximately 20% of its effort to supporting general departmental operations within the School of Nursing. This includes administrative assistance to faculty and staff, support with department-wide communications, and participation in shared governance and event coordination activities. Full time, regular, 40 hours per week, 5 days a week. Daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour.
Doctoral Program Support (80%)
Assist in developing and updating School of Nursing policies and procedures specific to the PhD program.
Contribute to the creation and maintenance of the doctoral program handbook.
Prepare and distribute marketing materials for program launch and ongoing promotion, including web content and informational packets.
Maintain and update social media and digital platforms with program announcements and achievements.
Organize and maintain a centralized digital archive of program development documents in compliance with CCNE accreditation standards.
Student Services
Register PhD students for courses in accordance with their Plans of Study.
Create and manage student folders and file all academic documents, including Plans of Study, CVs, core forms for graduation, and research practicum materials.
Organize and file comprehensive exams and dissertation-related materials.
Coordinate dissertation proposal and defense scheduling with students and faculty, arrange room/technology, and create public announcements.
Develop and distribute a doctoral program newsletter and other communications showcasing student accomplishments.
Faculty and Curriculum Support
Request and review course syllabi from faculty each semester for policy compliance; assist in making necessary corrections.
Support the Associate Director and curriculum committees in implementing handbook and website edits.
Collaborate with faculty on lab and simulation material preparation, proctoring logistics, and documentation.
Technology & Communication
Manage SON Google Forms and compile/disseminate results.
Oversee SON intranet updates, including resources, policies, and procedural documents.
Collaborate with the marketing department to develop and update promotional materials, including rack cards and event handouts.
Organize and process transfer student application materials via Mainestreet.
Supervise and support work-study students engaged in social media and newsletter tasks.
Departmental & Committee Support
Schedule and organize departmental meetings (e.g., huddles, PAC), including calendar invites, agendas, and minutes.
Attend SON committee meetings, take minutes, and maintain organized documentation on the admin drive.
Coordinate with committee chairs and other staff to ensure proper recordkeeping and follow-up.
Service and Outreach
Promote program visibility and community engagement through targeted communication strategies.
Assist in organizing local, regional, and national dissemination of doctoral student research and scholarly work.
Ensure compliance with institutional and accreditation standards through meticulous documentation and coordination.
General Department Support (20%)
Provide administrative support to faculty, staff, and departmental leadership as needed.
Assist with general communications, scheduling, and internal/external correspondence not specific to the doctoral program.
Support coordination of department-wide events and projects, including open houses, orientations, and accreditation preparation.
Maintain shared departmental resources and contribute to continuous process improvement across all programs.
About the University:
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.
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. Visit the Maine Office of Tourism (https://themainehighlands.com/places-to-visit/greater-bangor-region/) to learn more about what the Bangor region has to offer.
Qualifications:
Required:
Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience.
Strong organizational skills, with keen attention to detail and the ability to manage multiple priorities and deadlines.
Ability to design basic flyers, newsletters, or marketing content using tools such as Canva or Publisher.
Capable of creating and maintaining digital filing systems, shared drives, and collaborative platforms (e.g., SharePoint or Google Drive).
Ability to work independently with minimal supervision and as part of a collaborative team.
Discretion in handling confidential and sensitive information.
Demonstrated proficiency in MS Office, Word, Excel and similar software packages. Willingness to learn new software applications.
Excellent interpersonal, written, and verbal communication skills
Demonstrated attention to detail in the accuracy of written material and email communications.
Previous experience prioritizing and managing work assignments
Willingness to adapt to changing programmatic and departmental needs.
Preferred:
Knowledge of MaineStreet and/or Google applications
Comfort working in a dynamic academic setting, including committee participation, meeting coordination, and event planning.
Ability to interact professionally with a wide range of stakeholders, including faculty, students, administrators, and external partners.
Other Information:
To be considered for this position you will need to "Apply" and upload the documentation listed below:
1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae
Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.
Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.
For full consideration, materials must be submitted by 4:30 p.m. EST on March 4, 2026.
The successful applicant is subject to appropriate background screening.
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 at www.maine.edu/title-ix/.
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. You may view the University's Annual Security Report (https://umaine.edu/police/clery-annual-safety-report/) . If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.
