Description

Job Description

The University of Maryland, School of Pharmacy (UMSOP) is seeking an Office Manager in the Dean's Administration. The Office Manager provides comprehensive administrative, operational, and event-management support to the Office of the Dean. Serving as the outward-facing representative of the Dean's Suite, the Office Manager delivers a professional, welcoming, and customer-focused presence to all visitors while maintaining the highest level of confidentiality and discretion.

In addition to providing high-level administrative support for the Dean and Dean's Office leadership, including calendar management, travel coordination, document preparation, and general office support. The Office Manager plays a key role in planning, organizing, and executing events for the Dean's Office and School-wide initiatives. These include retreats, ceremonies, receptions, faculty and staff appreciation events, leadership meetings, and other special programs that build community and advance the School's mission.

Reporting directly to the Special Assistant to the Dean, the Manager ensures efficient functioning of the Dean's Suite, exceptional service to internal and external stakeholders, and seamless coordination of events that support the visibility, operations, and strategic priorities of the School.

Established in 1841, the University of Maryland School of Pharmacy (UMSOP) is the fourth oldest school of pharmacy in the United States. As a leader in pharmacy education, scientific discovery, patient care, and community engagement; the School conducts cutting-edge research and engages in a wide variety of professional practice activities to improve the health and well-being of citizens in the state of Maryland and beyond.

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, 16 paid holidays, 3 personal leave days, 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.

UMB CORE VALUES:

Respect & Integrity, Well-Being & Sustainability, Equity & Justice, and Innovation & Discovery

PRIMARY DUTIES:

Front Office Operations & Visitor Engagement

• Serve as the primary front-desk representative for the Dean's Office, greeting visitors professionally, responding to inquiries, and directing individuals to appropriate contacts in a service-oriented manner.
• Maintain confidentiality when interacting with visitors and handling sensitive information.
• Act as a liaison with other departments and outside agencies, which may also include senior leadership. Follow up and resolve all business office issues or concerns and advise management as necessary.
• Ensure the outward-facing reception area is clean, organized, and reflects the professional standards of the School.

Administrative Support to the Dean & Dean's Office

• Responsible for the day-to-day administrative support functions for the Dean's Office.
• Provide high-level administrative support to the Dean, including complex calendar management, meeting scheduling, and prioritization of requests.
• Arrange and coordinate travel for the Dean and Dean's Office leadership, including itineraries, reimbursements, and adherence to University travel policies.
• Prepare, edit, and format correspondence, agendas, minutes, reports, briefing documents, and presentation materials.
• Maintain confidential records and documents in compliance with University policies.
• Evaluate effectiveness of office operations, recommend, and assist in implementing changes.

Support for School Leadership & Operations

• Assist the Special Assistant to the Dean and Associate Deans with administrative tasks, scheduling, communications, document preparation, and project support.
• Coordinate purchasing and procurement activities within the Dean's Suite, including supply management and processing of orders.
• Support budget tracking for selected activities and prepare financial or operational documentation as needed.

Event Planning & Coordination

• Lead planning, coordination, and execution of events for the Dean's Office and support School-wide events, including retreats, receptions, ceremonies, faculty and staff appreciation events, leadership meetings, and other School celebrations or special programs.
• Lead coordination and support for all event logistics, including venue reservations, catering coordination, AV support, materials preparation, invitations, communications, RSVPs, and on-site event execution.
• Collaborate with the Special Assistant to the Dean, campus offices, facilities, vendors, and internal stakeholders to ensure successful planning and smooth event operations.
• Develop detailed event timelines, task lists, and post-event follow-up processes to support seamless delivery.
• Serve as a primary point of contact for event-related inquiries and coordination.

General Office Oversight

• Oversee general office operations to ensure efficient workflows within the Dean's Suite.
• Maintain office inventory, manage supply orders, and coordinate maintenance or equipment service needs.
• Perform other duties as assigned to support the mission and priorities of the Dean's Office and the School.

Qualifications:

MINIMUM QUALIFICATIONS

EDUCATION: Bachelor's degree.

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

PREFERRED EXPERIENCE: Experience supporting senior leadership strongly preferred. Prior experience in higher education or a comparable professional environment 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 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:

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 - $75,000, 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 HRDiversity@umaryland.edu . Please note that only inquiries concerning an ADA request 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 .