Administrative Manager

Title: Administrative Manager

The University of Maryland, Baltimore (UMB) seeks a seasoned Executive Administrative professional to serve as a trusted partner to the Associate Vice President and Chief Human Resources Officer and the Office of Human Resources. This role operates with a high degree of independence, managing competing priorities, coordinating strategic initiatives, and supporting the day-to-day operations of the office while working closely with HR leadership to ensure alignment and continuity across activities.

After 90 days, this position has a hybrid telework schedule, with three in-office days and two remote days per week. Please note that the telework schedule may be adjusted to align with business requirements and organizational priorities. 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.

Job Summary:

This position serves as a trusted operational partner to the Associate Vice President and Chief Human Resources Officer, providing high-level administrative and strategic support. The position operates with significant independence, anticipating needs, managing competing priorities, and handling sensitive matters with discretion. The incumbent plays a key role in keeping the Office of Human Resources running smoothly by coordinating leadership activities, advancing strategic initiatives, and serving as a central point of contact for internal and external stakeholders.

Primary Duties:

• Manages and prioritizes the AVP/CHRO's calendar and commitments, exercising independent judgment to balance competing demands, protect executive time, and ensure alignment with strategic priorities. Serves as a key point of triage for incoming requests, determining appropriate action, escalation, or delegation.
• Leads the planning and coordination of leadership meetings and engagements, including scheduling, agenda development, preparation of background materials, and ensuring meetings are well-organized, efficient, and actionable. Tracks follow-ups and ensures timely completion of next steps.
• Anticipates needs and proactively identifies and resolves issues before they escalate, ensuring continuity and efficiency in daily operations of the AVP/CHRO office.
• Serves as a primary point of contact for internal and external stakeholders, including academic leadership, central administration, and external partners. Manages communications on behalf of the AVP/CHRO and ensures timely, professional, and appropriate responses to inquiries.
• Drafts, reviews, and prepares correspondence, briefings, reports, and other materials to support executive decision-making, using sound judgment and maintaining a high level of confidentiality.
• Tracks and advances progress on departmental strategic initiatives, working with HR leadership to gather updates, identify issues and concerns, and ensure follow-through on key priorities and deliverables.
• Coordinates across central HR units and campus partners to strengthen communication flow, ensuring alignment on priorities, initiatives, and messaging.
• Manages departmental financial and administrative operations, including budgeting, expense tracking, reconciliation, and financial reporting. Oversees and performs regular reconciliation of financial transactions, charge backs, p-card activity, and accounts to ensure accuracy, compliance, and timely resolution of discrepancies. Reviews expenditures for alignment with established budgets and strategic priorities.
• Oversees contracts, purchase orders, invoices, and vendor relationships; ensures timely processing, accuracy, and adherence to institutional policies and procedures.
• Supports planning and execution of department events, projects, and initiatives, managing timelines, logistics, and deliverables while ensuring quality and attention to detail.
• Maintains and manages confidential records, files, organizational charts, and distribution lists, ensuring accuracy, accessibility, and appropriate handling of sensitive information.
• Oversees office operations, including space coordination, equipment, and supply management, ensuring the office is well-organized and fully supported.
• Performs other duties as assigned.

Qualifications:

MINIMUM QUALIFICATIONS

Education: Bachelor's degree from an accredited college or university in a field related to area of assignment or four years of an equivalent combination of education and work experience directly related to the skills required to successfully perform this position.

Experience: Five (5) years of executive administrative related experience, which includes experience supporting senior leadership in higher education, healthcare, or public sector environments.

Supervisory: Supervisory experience with two (2) years of direct program/project management or coordination responsibilities.