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Academic Program Specialist – Graduate School

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Job Details

Job Description
The Office of Academic Affairs, Graduate School has an opportunity for a full-time Academic Program Specialist. The UMB Graduate School offers graduate education and training in biomedical, health, and human service sciences, offering over 40 post-baccalaureate, Master of Science (MS) and Doctor of Philosophy (PhD) degree programs. The selected individual will, under general supervision, act as the first point of contact for visitors to the Graduate School (and to UMB), provide general information about graduate programs and the campus, and make referrals as necessary. The selected individual will provide pre-application advice and guidance; provide application and admissions guidelines and information; manage phone, mail and email inquiries. Benefits Information:
UMB offers a generous benefits package that starts with 11 vacation days, 14 floating and observed 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
  • Provide on-going administrative, operational, and academic advisory support for select degree programs of the Graduate School, serving as the point-of-contact between applicants and enrolled students, and the degree program faculty.  Extensive use of the university’s enterprise systems, and interactions with central service offices (registrar, international student services, financial aid, student health, campus IT, counseling services, etc.) is required.  
  • Receive, screen, and respond to inquiries by providing general information about Graduate School programs via phone, email and walk-ins or appointment.
  • Maintain communications with and tracking of prospects and applicants as they move through the application & admission process; provide information on admission requirements and application procedures; assist candidates through application process; provide methods for ensuring completeness of applications.
  • Respond to application and admission-related questions and counsel/advise/make referrals as necessary. Manage admissions applications and related correspondence, including but not limited to managing supplemental items and support materials (test scores, transcripts, etc.); scanning identified support materials to applications; regularly updating admission application records as applicants go through the application process; and monitoring the development of each student’s application from pre-application to admission decision.
  • Assist new students with registration and enrollment processes as necessary. Provide guidance to new students for university support services, financial aid, IT support, advisement resources, etc. Maintain directory for program directors & coordinators.
  • Manage transcript portals.
  • Performs other duties as assigned.

Education: Bachelor’s degree.
Experience: One (1) year of experience in administrative staff work required. Experience in higher education preferred. Experience with a Customer Relationship Management (CRM), ImageNow, and/or Banner preferred.
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 college credits being equivalent to one year of experience.  Knowledge, Skills, and Abilities
  • Must be highly organized, with excellent written and verbal skills.
  • General knowledge of and skill in the use of word processing, database, and spreadsheet software to produce documents and maintain information. Ability to operate computers and other office equipment. Must be proficient with internet/electronic communications and MS Word and Excel.
  • Demonstrate ability to work well with others in a collaborative, team-oriented environment.
  • General knowledge of business english, spelling, and grammer.
  • Skill in performing basic mathematical computations.
  • Ability to present statistical material in table, chart, or graph form.
  • Ability to plan, organize, and prioritize multiple tasks and assignments.
  • Ability to handle confidential and sensitive matters with tact and discretion.
  • Ability to communicate effectively orally and in writing.
  • Ability to understand and follow oral and written instructions.
  • Ability to establish and maintain effective working relationships.
  • Ability to train, supervise, and evaluate personnel.
  • 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.
  Hiring Range: $40,000 - $45,500  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 Non-Exempt Staff
Shift: Day Job
Organization: Graduate School
Job Posting: May 6, 2022
Unposting Date: May 20, 2022, 10:59:00 PM


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.


Campus Data

University Facts at a Glance


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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