Academic Records Specialist CL2 – 1704

The University of Maine at Augusta is seeking applicants for the full-time position of Academic Records Specialist Career Level 2 (CL2) in the Office of the Registrar. The CL2 will process student transfer evaluations, print transcripts, process immunization state mandates and senior waiver enrollments, and is responsible for managing classroom assignments, building course schedules, updating student records, providing office coverage for the Registrar’s office, scanning and linking student documents, entering grades, and enrolling and dropping student courses, and other administrative duties. They are responsible and accountable for the creation, maintenance, and disposition of confidential student records. They will also perform other complicated clerical duties as needed. The position will require extensive data entry using MaineStreet (PeopleSoft), ImageNow (Perceptive Content), and mail merge processes. 

The CL2 performs administrative and clerical work, which requires extensive procedural knowledge and organizational skills. Work involves considerable internal and external contacts as well as handling verbal and written communications for a broad range of questions. The ability to work as part of a team is essential, as are providing exemplary customer service, maintaining confidentiality, the ability to manage multiple tasks and prioritize, and the ability to work in a diverse environment with many interruptions. Judgment and initiative are frequently exercised and work is typically performed under general rather than specific instruction.

Work schedule: Monday – Friday, 8:00 AM to 5:00 PM. Occasional additional evening and/or weekend hours may be required.

Wage: $19.61 per hour for a new hire or the applicable transfer rate for a current University of Maine System (UMS) employee.

Benefits: UMA 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. View our Benefits Information Summary for ACSUM Employees to learn more.

Qualifications:

Required:

• High school diploma or equivalent (G.E.D.) and sufficient experience
• Two years of previous office experience
• Excellent communication skills
• Strong computer skills, including word processing and data retrieval
• Excellent data entry skills
• Excellent organizational skills and attention to detail
• Flexibility
• Ability to exercise independent judgment and initiative
• Ability to work independently and as a member of a team and manage multiple tasks at one time 

Preferred: 

• ​Experience working in an academic records position
• Experience working with immunization records
• ​Database management skills
• ​Experience working with veterans

A full position description can be found online here. 

Application Process: 

To apply, please submit the following documents via the “Apply Now” link:

• Cover letter
• Resume
• Be prepared to provide contact information for three professional references when requested

Incomplete application materials cannot be considered. 

Background screening is mandatory for the successful applicant. 

Review of applications will begin on August 18, 2025. Materials received after August 17, 2025, will be considered at the discretion of the university. 

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

About the University of Maine at Augusta:

UMA transforms the lives of students of every age and background across the State of Maine and beyond through access to high-quality distance and on-site education, excellence in student support, civic engagement, and professional and liberal arts programs.

UMA is the third-largest public university in Maine. In addition to its main campus in the state’s capital, UMA also serves students at its campus in Bangor (UMA Bangor) and through UMA Centers around the state. With its multiple locations and long-term expertise in online and distance learning, UMA is generally considered the university of choice for Mainers of all ages who want to attend college without uprooting their lives.

Equal Opportunity Statement: 

In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds 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 or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME  04469-5713, 207-581-1226.  TTY 711 (Maine Relay System). 

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. 

About the University of Maine System:

The University of Maine System (UMS), established in 1968, consists of seven universities and the University of Maine School of Law, spread across various locations in Maine. UMS provides system-wide services and governance from these locations, leveraging the distinct strengths and collaborations among its institutions to advance strategic priorities for UMS and the state of Maine.

Choosing UMS means opting for a high quality of life supported by excellent benefits such as tuition waivers, robust retirement contributions, and comprehensive insurance coverage including medical, dental, vision, life, and disability. Maine’s diverse landscapes, from accessible wilderness and rugged coastline to urban centers and rural communities, offer numerous cultural activities, strong public schools, safe neighborhoods, and high-quality healthcare. Discover more about Maine’s exemplary lifestyle on the Maine Office of Tourism website.