Executive Assistant

Job Description

The Office of Philanthropy has an exciting opportunity for an Executive Assistant to an Executive/Chair.

The Office of Philanthropy provides leadership for the University of Maryland, Baltimore's (UMB) University-wide philanthropic enterprise in support of UMB's strategic directions and those of its schools. We are inspired by our clients: donors, faculty, students, and University leaders. The office includes Annual and Leadership Giving, Corporate and Foundation Relations, Gift Planning, Development Research and Prospect Management, and Principal Gifts. Key offices of collaboration include University of Maryland Baltimore Foundation (UMBF) Financial Operations and Gift Administration, IT support, and the UMBF Board of Trustees.

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 (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, 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:

• Provides multi-faceted administrative support and assistance to ensure effective use of an Executive or Chair's time and productive interactions internally and externally. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Manages the Executive or Chair's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the Executive/Chair and prepares summaries and reports. Develops positive and strategic relationships at all levels of the University. Uses discretion, judgement, and knowledge of the University to facilitate the Executive/Chair's activities and maintain confidentiality.
• Prepares correspondence and reports on behalf of Executive/Chair. Gathers and compiles material, and interprets data and prepares new and recurring business and academic related reports. Uses contemporary software and tools to draft presentations, financial, statistical, budget, narrative, and other reports as required. Peer reviews correspondence drafted by Executive/Chair.
• Works with a unit's budget in preparing budget and expense reports; creating, processing, tracking, and reconciling purchase orders, and contracts.
• Perform integrated revenue and expense analyses, projections, reports, and presentations. Identifies trends and developments and presents findings to Executive. Perform financial forecasting and reconciliation of internal accounts. Creates and analyzes reports and ensures financial information has been recorded accurately.
• Analyze human resources data to assist in determining staffing levels and develop reports.
• Monitors and evaluates, and suggests improvements as needed, to the effectiveness of the Executive's/Chair's and unit's administrative operations. Performs budget monitoring and the processing of travel expenses, invoices, and purchases.
• Oversees unit's administrative operations including space planning, moves, change requests for space, furniture, equipment, etc.
• Coordinates Executive's/Chair's daily activities, including meeting schedule, travel scheduling, expenses tracking, and meeting management and content with internal and external parties.
• Analyze problems or issues of diverse scope and determine resolutions and interpret policies (e.g., fiscal management, HR, research administration in defined areas). Interpret procedures and policies to determine appropriate action in matters of significance.
• Adhere, propose, interpret, implement, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations of business functions.
• Provides complete planning for meetings, conferences hosted by the Executive/Chair, and committees including communication materials and presentations. Assures Executive/Chair is fully briefed before meeting on matters to be considered.
• Conducts necessary research regarding University operations and informs Executive/Chair of findings so they may accomplish University objectives.
• Acts as a problem identification and resolution resource, answers questions, provides guidance, troubleshoots, and follows up in resolving problems, both internal and external.
• Represents the University in on-campus and off-campus committees, or in meetings with faculty, students, governmental representatives, and members of the general public. Acts as a liaison for faculty, staff, students, and executives. Participates in special projects and performs other Executive/Chair and unit's administrative duties having a significant impact on the overall goals of the University.
• Perform other duties as assigned.

Qualifications

Education: Bachelor's degree. Business, accounting, finance, or related degree preferred.

Experience: Five (5) years of related business operations environment and/or administrative support to an Executive/Chair that includes overseeing budget preparation and reporting.

Supervisory Experience: One (1) year of direct supervision or responsibility for training, work coordination, and monitoring work of others.

Certification/Licensure: N/A.

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.

Clery Act designated job as campus security authorities (CSA) member and will comply with Clery Act requirements.

Proficient in MS Office products, including excel, PowerPoint, SharePoint, teams, etc.

Hiring Range: $98,500 - $105,000, commensurate with education and experience.