Description

Job Description

The Office Manager, reporting to the Associate Dean, Admissions and Recruitment, is responsible for the day-to-day tactical administrative functions for the Office of Admissions at the School of Dentistry at the University of Maryland, Baltimore (UMB). The Office Manager acts independently to resolve administrative problems and attends to a variety of non-routine situations by determining the approach or action to take and formulating/interpreting guidelines, procedures, policies, and practices. The incumbent coordinates activities, acts as liaison to senior management across campus, independently identifies issues or problems within specific management areas, prioritizes tasks, and works independently with a high degree of confidentiality, tact, and discretion.

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, 15 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.

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.
• Make travel arrangements and processes reimbursements.
• 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 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.
• 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 have supervisory responsibility over staff members to include ensures proper staff career development opportunities, evaluates performance on an annual basis, prepares and recommends merit reviews, and takes disciplinary action as required.
• Performs other related duties as assigned.

Qualifications:

Education: Bachelor's degree

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

Supervisory Experience: N/A

Certification/Licensure: N/A

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 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. Read the UMB Notice of Non-Discrimination for more information.