Location: Baltimore,MD, USA
The University of Maryland School of Medicine, Institute of Human Virology (IHV) seeks to fill an Office Manager position. This position is responsible for providing administrative support to the IHV's Director of the Division of Clinical Care and Research/Chief of ID.
Benefits: Exempt Regular
UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program that must be selected and is effective on your date of hire. Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).
UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.
Primary Duties:
* Responsible for the day-to-day administrative support functions for a division or department.
* Develop and oversee department specific procedures for operations, budgeting, procurement, and supply, hiring, and payroll, basic IT maintenance and space planning. Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
* Receive and screen telephone calls and visitors. Independently handles procedural, matters of significance, and inquiries. Gather information and disseminate office communications to pertinent parties.
* Manage and coordinate unit calendar. Ensure agendas, documents, and equipment are scheduled. Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the unit.
* Ensure operations of equipment by completing preventative maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Establish standing supply orders (paper, toner, etc.). Research and is involved in telephone and computer requests, purchases, and maintenance.
* Restocking supplies, equipment setup and breakdown, catering requests, and general housekeeping of kitchen and conference rooms. Periodically analyze internal processes, equipment, and supplies, and implements changes to improve operations.
* Act as a liaison with other departments and outside agencies, which may also include high-level staff such as management team. Handle confidential and non-routine information and explains policies when necessary. Follow up and resolve all business office issues or concerns and advises management, as necessary.
* Establish and manage business records. Develop and maintain record filing system, file classification, tracking, and retention schedule. Gather material and interpret data to prepare recurring administrative reports.
* Develop and provide input for office/operational unit operating budget. Achieves financial objectives by managing the annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
* Manage the integrity of the office and unit rooms. Oversee space planning, moves, change requests for space, furniture, or equipment. Investigate potential property for lease.
* May supervise office staff including hiring and performance assessments.
Education: Bachelor's degree.
Experience: Two (2) years of experience in administrative or business operations work.
Other: Related experience may be substituted for education
Knowledge, Skills, Abilities:
Knowledge of position requirements. Knowledge of all applicable requirements, regulations, and laws. Skill in effective use of applicable technology/systems. Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Ability to work cooperatively with others and independently. Ability to demonstrate, understand, apply, and adhere to the UMB Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.
Hiring Range: $67,000 - $74,000 (Commensurate with education and experience)
UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Talent Recruitment department at ...@umaryland.edu.
If you anticipate needing a reasonable accommodation for a disability under the Americans with Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact ...@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. For more information, follow this link UMB Notice of Non-Discrimination.