Office Manager - Student and Academic Services

The University of Maryland, Baltimore (UMB), School of Nursing (SON) is currently recruiting for an Office Manager to support the Office of Student and Academic Services.

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.

The Office Manager is responsible for the day-to-day tactical administrative functions for the Office of Student Affairs at the University of Maryland, Baltimore School of Nursing. The Office Manager acts independently to resolve administrative problems and attends to a variety of non-routine situations by determining the approach or action to take and formulating/interpreting department-specific guidelines, procedures, policies, and practices. The incumbent coordinates activities on the Associate Deans behalf, acts as liaison to senior management across campus, independently identifies issues or problems within specific management areas, prioritizes tasks, and works independently with a high degree of confidentiality, tact, and discretion.

The mission of the School of Nursing at University of Maryland, Baltimore (UMSON) is to develop preeminent leaders in nursing education, research, and practice. As a catalyst for creativity and collaboration, we engage diverse groups of professionals, organizations, and communities in addressing local, national, and global health priorities. Together, faculty, staff, and students create a rich and vibrant working and learning environment where knowledge is created and shared. A passion for discovery permeates the educational process and advances the use of evidence as the basis for nursing practice. Accordingly, we are recognized for our scientific knowledge, critical thinking, interprofessional teamwork, and profound commitment to the health of individuals and communities.

Essential Functions:

• Act as point person for all staff, faculty, and students who support the Associate Dean. Independently responds to requests and inquiries from faculty, staff, and students regarding School and University policies and procedures. Develop responses for Associate Dean's signature, if applicable.
• Coordinate workflow, communications, training, processes, and procedures for work done in direct support of the Office of Student Affairs. Gathers and analyzes data to define office problems, independently conduct research, formulate solutions, and make decisions to resolve office inefficiencies and increase effectiveness.
• Achieves Student Affairs Office financial objectives by preparing the office budget, tracking spending, analyzing variances, and reconciling budget accounts. Responsible to monitor, manage, and analyze expenses during the fiscal year by developing monitoring systems and spreadsheets using independent judgment.
• Submit purchasing and travel paperwork for Office staff and student leadership (organization); and prepare training resources and guides for Office staff and student leadership. Coordinate hiring paperwork for tutors and peer academic leaders.
• Participate in internal/external meetings or committees to ensure that projects and issues are being handled in a timely manner. Holds regular meetings with Office of Student Affairs management to review and address performance of the office and personnel.
• Makes decisions regarding administrative activities of the Student Affairs Office so that staff, equipment, supplies, and other resources are used effectively and economically. This may include assigning and delegating office tasks; managing equipment procurement; overseeing office space planning and moves; establishing and monitoring equipment leases; choosing vendors for catering requests; researching information technology requests, purchases, and maintenance; and ensuring staff is trained in new office technology and procedures/policies.
• Designs filing systems and provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records. May assist with entry of records into Ethics Point.
• Manages and coordinates correspondence and report content development on behalf of the Associate Dean and Office of Student Affairs. Deliver reports and presentations and interpret data regarding the working of the office to the management.
• Collaborate with Registration & Student Placements and Office of Academic Deans to complete verification requests.
• Assist with coordination of the daily and long-range schedule and travel for the Dean's Office. Assigns all priority requests for course breakouts and exams through AdAstra. Ensures all calendars are accurate and scheduling is handled with a sense of urgency; maintains appropriate record - keeping systems in conjunction with scheduling. Prepare detailed briefing materials, facts, and data for the Office prior to meetings.
• Supervise an Office Clerk (Front Desk staff person) and student workers; delegates verification, tutor hiring processes, and other administrative office tasks to the Office Clerk as appropriate and depending on front desk needs. Ensure proper career development opportunities; evaluate performance on an annual basis, prepare and recommend merit reviews, and recommend and initiate disciplinary action if necessary.
• Perform other related duties as assigned.

Qualifications

Education: Bachelor's degree, preferably in communications, public relations, business or related field.

Experience: Two (2) years of related experience in administrative or business operations.

Preferred Experience: Experience as an executive or admin support professional preferred. Experience in a higher education and student services environment preferred.

Other: Related experience may be substituted for education.

Knowledge, Skills, and Abilities:

• Possesses a knowledge of position requirements and able to perform position in compliance with all requirements/regulations/laws. Ability to maintain high standards with the work being performed and maintain awareness with trends and influences.
• Assumes personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use technology. Possesses excellent time management and organizational skills, attention to detail, initiative, and resourcefulness. Flexibility and ability to perform successfully when challenged and faced with changing workflow priorities and ability to self-direct and operate autonomously. Strong analytical and problem-solving skills for identifying needs, conducting research, and developing innovative proposals, solutions and programs. Skills in continuously seeking to improve the quality of services and processes.
• Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Writes and presents information concisely. Interprets and understands written information and can listen attentively to verbal and non-verbal cues that lead to a deeper understanding.
• Skills in planning work and supervising others, and knowledge of organizational practices. Ability to work cooperatively with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others. Capable of interacting pleasantly and positively with others to meet customer expectations and provide follow-up with customers.
• Ability in use of and skill in leveraging standard electronic word processing, spreadsheet, calendar, and email programs for efficient and effective operations; familiarity with database programs.

Hiring Range: $66,000 - $68,000; commensurate with education and experience