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Faculty Administration Specialist

University of Maryland Baltimore
Baltimore, MD

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Job Description
The University of Maryland Baltimore School of Medicine, Office of Academic Administration is seeking a Faculty Administration Specialist to provide administrative support for academic administration, including special projects and reporting requests.
Benefits Information:
UMB offers a generous benefits package, which includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
UMB requires all faculty, staff, and students to be vaccinated against COVID-19. Exemptions for medical or religious reasons will be processed through Human Resources.
Primary Duties:
  • Provide administrative support for academic administration, including special projects and reporting requests.
  • Responsible for the accuracy of data maintained for faculty, post-docs, research fellows, or other with academic appointments. This includes:
    • Review and prioritize faculty, post docs, research fellows, or other academic appointments packets for completeness prior to submission to Dean’s or designee’s for approval.
    • Ensure faculty actions are in accordance to policy guidelines.
    • Collect and store faculty action records are accessible and retrievable from a secure system.
    • Accurately enter data into electronic file system and/or faculty information systems (FIS).
    • Analyze and validate data entry to ensure data integrity.
    • Provide written verification of academic appointments.
    • Prepare reports, standard or ad hoc, as needed. Analyze data to identify trends and variances.
  • Verify all requirements are met for requests for DEA/CDS licensure and manage the license application/renewal and fee waiver process.
  • Review and process volunteer faculty renewals. Process payment requests as needed.
  • Assists with the collection and reporting of academic appointment data for accreditation, regulatory, and academic reporting requirements.
  • Assist the office of academic and/or student affairs in review and implementation of new or revised policies. Assist in distribution of communication for faculty policy additions and revisions.
  • Assisting in the coordination of school committees.
  • Performs other duties as assigned.

Education: Bachelor's degree.
Experience: Two (2) years of administrative support. Experience in higher education, healthcare, or faculty administration preferred.
  • Related experience may be substituted for education.
  • Ability to prioritize ongoing and new projects necessary to implementing a specific academic appointment programs.Effectively interact with senior management, faculty and departmental support staff.
Knowledge, Skills, 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 Accountability, Civility, Collaboration, Diversity, Excellence, Leadership, and Knowledge.
  • Applies intermediate level knowledge, concepts, principles, and skills. Decision making occurs within general guidelines and requires significant interpretation. Supervisor defines work guided by goals and objectives. Supervisor assists with unusual situations. Solutions require considerable analysis and evaluation of various alternatives. Independently anticipates needs and requirements to resolve non-routine matters.
  • Accomplishes responsibilities by applying specialized and theoretical knowledge, principles, and concepts of a professional discipline normally acquired through advanced education or specialized training. Resolves issues and significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking. Contributes to development and evaluation of goals and objectives. Creates solutions to ensure legal and policy compliance. Independently manage or administer programs, processes, projects, or resources.

Hiring Range: Commensurate with education and experience
UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at [email protected].  
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 [email protected]. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

Job: Reg or CII Exempt Staff
Shift: Day Job
Organization: School of Medicine - Resource Management
Job Posting: Aug 31, 2021
Unposting Date: Ongoing


Welcome to the Baltimore campus of the University of Maryland, founded in 1807 along a ridge in what was then called Baltimore Town. Today, this 61-acre research and technology complex encompasses 65 buildings in West Baltimore near the Inner Harbor.

The University is Maryland's only public academic health, human services, and law center. Seven professional and graduate schools train the majority of the state's physicians, nurses, dentists, lawyers, social workers, and pharmacists.

Under the leadership of President Jay A. Perman, MD, the University is a leading partner in the redevelopment of the west side of Baltimore. The University of Maryland BioPark, which opened in October 2005, promotes collaborative research opportunities and bioscience innovation.

Sponsored research totaled $567.1 million in Fiscal Year 2010. With 6,349 students and 6,717 faculty members and staff, the University is an economic engine that returns more than $15 in economic activity for every $1 of state general funds appropriation. The University community gives more than 2 million hours a year in service to the public.


The University of Maryland, Baltimore (UMB) is the State¹s public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, global health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.


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Go to the Office of Institutional Research and Accountability for complete campus facts. 


Equal Opportunity

The University of Maryland is an Equal Opportunity/Affirmative Action employer and educational institution and does not discriminate on the basis of race, color, religion, age, ancestry, national origin, gender, sexual orientation, physical or mental disability, marital status or veteran's status to recruit, hire, compensate, train and promote employees and applicants for employment in all job levels with regard to their qualifications and without consideration to the aforementioned categories. Exceptions to this policy will be made only as allowed by law for example, due to bona fide occupational qualifications or lack of reasonable accommodations for disabilities.

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