Executive Assistant to the Senior Vice President

The University of Maryland, Baltimore (UMB) Center for Information Technology Services (CITS) is hiring an Executive Assistant to the Senior Vice President. The Assistant to the Senior Vice President’s primary role is to provide high level executive assistance and direct day-to-day support to the Executive who may require assistance during traditional and non-traditional working hours. The individual will utilize diplomacy, discretion, confidentiality, and exercise independent decision-making and judgment. This position assists in execution of leadership university operations, while working closely with other members of the CITS organization, and with UMB administrative and program management teams to coordinate activities. Frequently acts as liaison between the University and external organizations. Acts independently to resolve administrative problems, prepare budget reports, and provide high-quality documents for presentations and for business or academic related reports through the use of contemporary tools and technologies.     Benefits: 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.   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.   Primary Duties:

• Prepares correspondence and reports on behalf of Executive. Gathers and compiles material and interprets data and prepares new and recurring business and academic related reports. Uses contemporary software and tools to draft presentations, financial, statistical, budget, narrative, and other reports as required. Peer reviews correspondence drafted by Executive.

• Works with a complex CITS budget in preparing budget/expense reports; creating, processing, tracking, and reconciling purchase orders, and contracts. Understands both financial and human resources data in order to analyze it and develop reports. 

• Monitors and evaluates, and suggests improvements as needed, to the effectiveness of the Executive’s and CITS administrative operations. Performs budget monitoring and the processing of travel expenses, invoices, and purchases. 

• Oversees CITS administrative operations including space planning, moves, change requests for space, furniture, equipment, etc.

• Responsible for coordination of Executive’s daily activities, including meeting schedule, travel scheduling, expenses tracking, and meeting management and content with internal and external parties.

• Provides complete planning for meetings, conferences hosted by the Executive, and committees including communication materials and presentations. Assures Executive is fully briefed before meeting on matters to be considered.

• Conducts necessary research regarding University operations and informs Executive of findings so they may accomplish University objectives.

• Acts as a problem identification and resolution resource, answers questions, provides guidance, troubleshoots, and follows up in resolving problems, both internal and external.

• Represents the University in on-campus and off-campus committees, or in meetings with faculty, students, governmental representatives, and members of the general public. Acts as a liaison for faculty, staff, students, and executives. Participates in special projects and performs other Executive and CITS organization administrative duties having a significant impact on the overall goals of the University.

• Performs other duties as assigned.

  Qualifications    Education: Bachelor's degree. Business, accounting, or finance or related degree preferred.

Experience: Five (5) years related business operations environment and/or administrative support to an executive. Experience overseeing budget preparation and reporting.

Supervisory Experience: One (1) year of direct supervision or responsibility for training, work coordination, and monitoring work of others.

Other: Proficient in MS Office products, including Excel, PowerPoint, SharePoint, teams, etc.

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: 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.