Office Manager

The University of Maryland, Baltimore (UMB)'s Office of Accountability and Compliance (OAC) has an exciting opportunity for an Office Manager. The Office Manager will accomplish 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. May supervise, mentor, or coordinate work of others (positions that supervise are responsible for service delivery, quality assurance, and employee performance). May independently manage or administer programs, processes, projects, or resources.

The selected candidate will apply 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.

The OAC serves UMB by providing compliance, education/training, and investigative services on a variety of topics, including: Research Compliance involving human and animal subjects; Financial Conflict of Interest; Research Integrity, responsible conduct and misconduct; all Categories of Discrimination (Title IX, sex, gender, race, etc.); Research Compliance Oversight; suspected Child Abuse and Neglect; and Accountability and Compliance Monitoring.

Benefits Information

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, 16 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.

Primary Duties

• Responsible for the day-to-day administrative support functions for a division or department.
• 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.
• Monitor email accounts associated with the Office. Independently address inquiries or provide to appropriate functional units for response.
• Manage and coordinate unit 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.
• Coordinate procurement for the Office. Coordinate with Office of the Provost and institutional financial units for P Card purchases, contracting, and large procurements. Reconcile and maintain documentation as required for internal or external audits.
• 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.
• Performs other related duties as assigned.

Education: Bachelor's degree

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

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, 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.

Hiring Range: $67,000 - $74,000, 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 Talent Recruitment 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.

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. For more information, follow this link UMB Notice of Non-Discrimination.