Office Manager

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.   UMB offers a comprehensive and competitive benefits package to eligible employees. This position receives an annual leave package starting with 22 accrued vacation days, 14 floating and observed holidays, 15 sick days, and 3 personal days; comprehensive health insurance and retirement options; professional learning and development opportunities; flexible schedules and teleworking options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.   This position is eligible for up to 20% Telework.   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 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 in discipline appropriate to position required such as communications, public relations, business, etc.   Experience: Two (2) years of related experience in executive or administrative support.   Preferred Experience: Experience in a higher education and administration services preferred.   Other: Equivalent combination of education and experience may be considered.   Knowledge, Skills, and Abilities:  

• Possesses a knowledge of position requirements and able to perform position in compliance with all requirements/regulations/laws.  Ability to maintain high standards with the work being performed and maintain awareness with trends and influences. 
• Assumes personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use technology.  Possesses excellent time management and organizational skills, attention to detail, initiative, and resourcefulness. Flexibility and ability to perform successfully when challenged and faced with changing workflow priorities and ability to self-direct and operate autonomously. Strong analytical and problem-solving skills for identifying needs, conducting research and developing innovative proposals, solutions and programs.  Skills in continuously seeking to improve the quality of services and processes.
• Ability to effectively communicate both verbal and written thoughts, ideas, and facts.  Writes and presents information concisely.  Interprets and understands written information and can listen attentively to verbal and non-verbal cues that lead to a deeper understanding.  
• Skills in planning work and supervising others, and knowledge of organizational practices. Ability to work cooperatively with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others.  Capable of interacting pleasantly and positively with other to meet customer expectations and provide follow up with customers. 
• Familiarity with use of project management software (e.g.  MS Project, Smartsheet, JIRA). Ability in use of and skill in leveraging standard electronic word processing, spreadsheet, calendar and email programs for efficient and effective operations; familiarity with database programs. Familiarity in the use of various virtual communication tools (WebEx, Zoom, Microsoft Teams, Skype).

  Hiring Range: Approximately $55,000 - $65,000, 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 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 https://umbforms.wufoo.com/forms/umb-job-applicant-accommodation-request/" href="https://umbforms.wufoo.com/forms/umb-job-applicant-accommodation-request/" target="_blank">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.