Administrative Specialist

The University of Maryland School of Medicine (UMSOM) has an exciting opportunity for an Administrative Specialist to join the Kahlert Institute for Addiction Medicine.

The Kahlert Institute for Addiction Medicine brings together leading addiction experts to collaborate and create the synergy necessary for systemic change. University of Maryland School of Medicine faculty scientists serve as an integral part of the Institute. They include neuroscientists studying the brain mechanisms underlying addictions and physician educators working to train a new generation of medical students and residents. They also include clinicians providing a continuum of addiction care with evidence-based harm reduction measures that minimize the negative consequences of drug use on a patient's overall health.

Benefits Information

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 (pension or optional retirement plan/ORP) 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, 16 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

• Administer financial (FIN), procurement (SSA), and human resource (HR) functions for an administrative office or department formulating unit plans, policies, and procedures, setting goals and objectives, adhering to rules and regulations. Maintains unit's budget.
• Adhere, propose, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations. Implements campus policies, procedures and programs, and ensures compliance.
• Assist in the long- and short-term planning to meet business objectives and ensures long- and short-term assignments and projects are achieved.
• Administer the daily financial operations, procurement, and human resources of the unit, including payroll processing, human resource transactions, purchase orders, and financial budgeting, forecasting and reporting.
• Identify and assist in the development of future business process changes to administrative unit. Ensure effective use of resources within department and may supervise support staff.
• Perform line by line budget and financial trend analyses of departmental budgets. Determine if allocation of funds meet needs of unit or identify deficits and develop proposal to meet the unit's goals.
• Prepare and assembles statistical data and reports for use in budgetary evaluation, maintaining downloaded data to coordinate necessary computer files. Creates monthly, quarterly, and annual reports and ensures financial information has been recorded accurately.
• Prepare unit's budget and performs micro trend analyses and financial forecasts.
• Facilitate payroll (staff and/or faculty) activities such as analyzing commitment accounting data and effort logs, tracking payroll adjustments and cost sharing commitments, ensuring timely submission and approval, and tracking timesheets for compliance. Ensure department payroll reconciliation is accurate by performing audits and analysis. (FIN-PR)
• Administer purchasing and travel management for administrative unit's department, including procurement card purchases, initiating purchase requisitions, and processing travel reimbursements. Determines client needs from analysis and designs procurement methodology, researches markets, and assists in contracts and negotiations. Prepares travel journal entries and reviews travel expenditures. (SSA/FIN)
• Manage and attends to confidential matters of employment, credentialing, payroll and records management processes for the department Investigate, research, and apply human resource regulation, practice, and policy to provide hands on and problem resolution support. Administer employment, credentialing, payroll and human resource records processes for the unit. Collaborate with Human Resource Services to implement and effectively communicate campus human resource policy, regulations, procedures, and programs. Analyzes personnel trends and is responsible for monitoring, tracking, and ensuring compliance. (HR)
• Provide guidance, training, and mentoring to less experience personnel in day-to-day business operations. Acquire and distribute new expertise and methods. Recognized as an expert in a functional unit and advises others.
• Perform accounts receivable and payable activities in accordance to Generally Acceptable Accounting Principles (GAAP) ensuring unit budget is balances. Identify variances and trends and investigate. (FIN)
• Serve as a liaison between unit and Financial Services (Payroll & Budget), Human Resources, and Strategic Sourcing and Acquisition Services and partners with them on campus-wide initiatives.
• Respond to inquiries with accurate and policy supported information. Contact appropriate resources when unable to find factual support for answers.
• Perform other duties as assigned.

Qualifications

Education: Bachelor's degree in business administration, public administration, finance, accounting, human resources, or other related field.

Experience: Three (3) years of related experience in human resources and business, budget, or financial operations.

Other: Except for qualifications established by law, additional related experience and formal education in which one has gained the knowledge, skills, and abilities required for full performance of the work of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 undergraduate college credits being equivalent to one year of related experience. In instances where specific education and/or experience is required only directly related education and/or experience may be substituted.

Knowledge, Skills, and 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: $69,000 - $79,000, commensurate with education and experience.