Job Description

Position Information

Position Type Professional Staff Faculty Track Position Title Senior Department Coordinator Employment Status Full Time Months 12 Campus Portland, ME Description

The Senior Department Coordinator, Osteopathic Manipulative Medicine (OMM), provides advanced administrative, operational, and financial support to the OMM department within the College of Osteopathic Medicine. This position serves as a key resource to department leadership, faculty, staff, students, and external stakeholders by coordinating departmental operations, supporting faculty affairs processes, monitoring department budgets, and facilitating academic and administrative initiatives.

The Senior Department Coordinator exercises independent judgment in prioritizing work, managing multiple competing responsibilities, coordinating complex processes, and ensuring compliance with university policies and procedures. This position plays a critical role in supporting faculty lifecycle activities, which may include Continuing Medical Education (CME) and other necessary training, licensure renewals, the appointment, reappointment, promotion, and tenure (RPT) processes, etc.

About The University of New England

UNE is Maine’s largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state’s top provider of health professionals and home to Maine’s only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
• UNE tuition waiver for employees, spouses, and domestic partners

For more information about our outstanding benefits, please visit: UNE Benefits Overview

Responsibilities

Department Operations and Administration

• Coordinate and support day-to-day administrative and operational activities for the department.
• Serve as a primary point of contact for faculty, staff, students, and external constituents.
• Develop, maintain, and organize departmental records, files, and confidential documentation.
• Coordinate departmental communications and prepare correspondence, reports, presentations, and other materials.
• Maintain departmental calendars and coordinate meetings, events, and activities.
• Assist department leadership with planning, operational priorities, and implementation of departmental initiatives.
• Recommend and implement process improvements to enhance operational effectiveness and service delivery.
• May provide work direction, training, and guidance to student employees, temporary staff, or administrative support personnel.

Faculty Affairs Administration

• Coordinate faculty appointment, onboarding, and offboarding activities.
• Manage departmental faculty credentialing, licensure, boards certification, CME tracking, timelines, etc.
• Prepare, collect, organize, and maintain faculty personnel records and supporting materials.
• Coordinate faculty committee activities, meetings, and communications related to RPT and other faculty affairs matters.
• Serve as a liaison between faculty, department leadership, and university offices on faculty administrative matters.
• Maintain confidentiality in handling faculty records and personnel information.

Financial Administration and Budget Support

• Monitor departmental operating budgets and funding accounts.
• Track expenditures, encumbrances, and budget balances and prepare routine financial reports.
• Reconcile departmental accounts and investigate discrepancies as needed.
• Coordinate purchasing activities and process financial transactions in accordance with university policies and procedures.
• Review expenditures for accuracy and budget availability.
• Assist department leadership with budget planning, forecasting, and reporting activities.
• Provide financial information and analysis to support departmental decision-making.

Meetings, Events, and Project Coordination

• Coordinate departmental meetings, retreats, faculty searches, workshops, conferences, and special events.
• Prepare agendas, meeting materials, minutes, and follow-up communications.
• Manage event logistics including scheduling, facilities, travel arrangements, catering, and on-site support.
• Track project timelines and coordinate completion of assigned departmental initiatives.
• Collaborate with internal and external stakeholders to support departmental goals and objectives.

Student and Stakeholder Support

• Respond to inquiries and provide information regarding departmental programs, services, policies, and procedures.
• Assist students, faculty, and staff in navigating departmental and institutional processes.
• Foster a positive, responsive, and customer-service-oriented environment.

Qualifications

Bachelor’s degree and four to five years of progressively responsible administrative, operational, or academic support experience; or a combination of education and experience from which comparable knowledge and abilities have been acquired.

• Experience coordinating complex administrative processes and projects.
• Demonstrated experience with budget monitoring, account reconciliation, and financial transaction processing.
• Strong organizational and project management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities and deadlines with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proficiency with Microsoft Office Suite and administrative information systems.

Preferred Qualifications

• Experience in higher education, healthcare, academic medicine, or osteopathic medical education.
• Experience supporting faculty affairs, promotion and tenure processes, or accreditation activities.
• Experience with university financial and human resource systems.
• Knowledge of academic department operations and governance structures.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

Vaccination Statement (PLEASE NOTE)

Employees in clinical settings must meet the State of Maine’s immunization requirements for clinical activity.

Additional Note

This position is not eligible for H-1B visa sponsorship or STEM OPT extension.

Anticipated Pay Range $50,000 - $53,000

Posting Detail Information

Posting Number 2022PS1014P Open Date 09/30/2026 Close Date Open Until Filled Yes