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.

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).

The ideal candidate will personally connect with the Administration and Finance Guiding Principles which closely mirror UMB's core values: Respect and Integrity, Well-Being and Sustainability, Equity and Justice, and Innovation and Discovery.

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.

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 used as an equivalent of an educational requirement is in addition to any experience required by the 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.

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, Abilities:

• Familiarity with HR operations (recruitment, employee relations, compensation, or benefits).

• Experience managing budgets and financial reporting.

• Skilled in the effective use of applicable technology/systems, virtual meeting platforms, and software applications, including office software and database management.

• Demonstrate strong professional integrity by exercising discretion in handling highly confidential information and work with confidential and time sensitive materials.

• Ability to manage complex administrative tasks and functions independently.

• Skilled in managing multiple priorities, making independent decisions while meeting multiple deadlines.

• Strong written and oral communication skills with a demonstrated ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.

• Strong analytical, organizational, time management, interpersonal and problem-solving skills, with strong attention to detail.

• Ability to deal tactfully resolving any problems that arise by using sound, independent judgment.

• Ability to establish and maintain professional working relationships with colleagues and work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks.

• Strong commitment to customer service, confidentiality, and discretion.

• 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.

Salary: $92,000 - $100,838 Commensurate with education and experience

UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification.

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 leave_and_accom@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. Read the UMB Notice of Non-Discrimination for more information.