Executive Assistant to Chair (Office Manager)
- Employer
- University of Maryland Baltimore
- Location
- Baltimore, MD
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
The University of Maryland, Baltimore Department of Psychiatry is seeking an Executive Assistant (Office Manager) to report to the Chair of the Department of Psychiatry. The Executive Assistant will provide daily support to the Chair by providing calendar planning, document preparation and dissemination, inventory and space maintenance, etc, to ensure that office efficiency. The Department of Psychiatry is committed to actively examining, identifying, and addressing systemic racism and structural inequality, and agrees to an ongoing commitment of re-creating and improving the department culture as it relates to diversity, equity, and inclusion. Our priorities include establishing processes that will lead to long term sustainable gains in both faculty and staff recruitment and retention, increasing diverse representation in leadership positions for both faculty and staff, and continuing the work of improving the climate of inclusivity. We are committed to learning, healing, and growing together. UMB offers a generous benefits package that 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.
Essential Functions
- Develop and oversee department specific procedures for operations, budgeting, procurement and supply, hiring, and payroll, basic IT maintenance and space planning. Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
- Receive and screen telephone calls and visitors. Independently handles procedural, matters of significance, and inquiries. Gather information and disseminate office communications to pertinent parties.
- Manage and coordinate the Chair’s calendar. Ensure agendas, documents, and equipment are scheduled. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for members of the unit.
- Ensure operations of equipment by completing preventative maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques. Establish standing supply orders (paper, toner, etc.). Research and is involved in telephone and computer requests, purchases, and maintenance. Restocking supplies, equipment setup and breakdown, catering requests, and general housekeeping of kitchen and conference rooms. Periodically analyze internal processes, equipment, and supplies, and implements changes to improve operations.
- Act as a liaison with other departments and outside agencies, which may also include high-level staff such as management team. Handle confidential and non-routine information and explains policies when necessary. Follow up and resolve all business office issues or concerns and advises management as necessary.
- Establish and manage business records. Develop and maintain record filing system, file classification, tracking, and retention schedule. Gather material and interpret data to prepare recurring administrative reports.
- Develop and provide input for office/operational unit operating budget. Achieves financial objectives by managing the annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
- Manage the integrity of the office and unit rooms. Oversee space planning, moves, change requests for space, furniture or equipment. Investigate potential property for lease.
- May supervise office staff including hiring and performance assessments.
- Perform other duties as assigned.
Qualifications
Education: Bachelor's degree
Experience: Two (2) years of experience in administrative or business operations work. Prior Excel experience preferred.
Other: Related experience may be substituted for education
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.
The Hiring Range for this position is in the mid $50,000s to mid $60,000s 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 HRJobs@umaryland.edu. 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 HRDiversity@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
Job: Reg or CII Non-Exempt Staff
Shift: Day Job
Organization: School of Medicine - Psychiatry
Job Posting: Jun 15, 2022
Unposting Date: Ongoing
Organization
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.
Mission
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.
Campus Data
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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