Administrative Specialist

University of Maryland Baltimore; Baltimore (MD); On-site; USD 69,000 - 79,000; Full time

Benefits offered by this job

Paid leave package

Flexible work schedules

Tuition remission

Job summary

The Chronicle Of Higher Education, Inc. is seeking an Administrative Specialist at the University of Maryland School of Medicine. The role involves managing financial, procurement, and human resources functions, preparing budgets, and providing guidance to staff. Candidates should have a Bachelor's degree in a related field and three years of relevant experience. The position offers a hiring range of $69,000 - $79,000, with a comprehensive benefits package including health insurance and tuition remission for employees and their dependents.

Qualifications

• Three years of experience in human resources, budget, or financial operations.
• Knowledge of applicable laws and regulations.
• Ability to communicate effectively both verbally and in writing.

Responsibilities

• Administer financial, procurement, and HR functions for the department.
• Prepare and analyze budgets and financial reports.
• Provide training and mentoring to less experienced personnel.

Skills

Budget management

Human resource management

Procurement processes

Financial reporting

Interpersonal communication

Education

Bachelor's degree in related field

Job description

The University of Maryland School of Medicine (UMSOM) offers an exciting opportunity for an Administrative Specialist to join the Kahlert Institute for Addiction Medicine

The Kahlert Institute for Addiction Medicine brings together leading addiction experts to collaborate and create synergy necessary for systemic change. University of Maryland School of Medicine faculty scientists serve as an integral part of the Institute. They include neuroscientists studying the brain mechanisms underlying addictions and physician educators working to train a new generation of medical students and residents. They also include clinicians providing a continuum of addiction care with evidence-based harm reduction measures that minimize the negative consequences of drug use on a patient's overall health.

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

• Administer financial (FIN), procurement (SSA), and human resource (HR) functions for an administrative office or department, formulating unit plans, policies, and procedures, setting goals and objectives, and adhering to rules and regulations. Maintain unit's budget.
• Adhere to, propose, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations. Implement campus policies, procedures, and programs, and ensure compliance.
• Assist in the long- and short-term planning to meet business objectives and ensure long- and short-term assignments and projects are achieved.
• Administer the daily financial operations, procurement, and human resources of the unit, including payroll processing, human resource transactions, purchase orders, and financial budgeting, forecasting and reporting.
• Identify and assist in the development of future business process changes to administrative unit. Ensure effective use of resources within department and may supervise support staff.
• Perform line-by-line budget and financial trend analyses of departmental budgets. Determine if allocation of funds meets needs of unit or identify deficits and develop proposal to meet the unit's goals.
• Prepare and assemble statistical data and reports for use in budgetary evaluation, maintaining downloaded data to coordinate necessary computer files. Create monthly, quarterly, and annual reports and ensure financial information has been recorded accurately.
• Prepare unit's budget and perform micro trend analyses and financial forecasts.
• Facilitate payroll (staff and/or faculty) activities such as analyzing commitment accounting data and effort logs, tracking payroll adjustments and cost sharing commitments, ensuring timely submission and approval, and tracking timesheets for compliance. Ensure department payroll reconciliation is accurate by performing audits and analysis. (FIN-PR)
• Administer purchasing and travel management for administrative unit's department, including procurement card purchases, initiating purchase requisitions, and processing travel reimbursements. Determine client needs from analysis and design procurement methodology, research markets, and assist in contracts and negotiations. Prepare travel journal entries and review travel expenditures. (SSA/FIN)
• Manage and attend to confidential matters of employment, credentialing, payroll and records management processes for the department. Investigate, research, and apply human resource regulation, practice, and policy to provide hands on and problem resolution support. Administer employment, credentialing, payroll and human resource records processes for the unit. Collaborate with Human Resource Services to implement and effectively communicate campus human resource policy, regulations, procedures, and programs. Analyze personnel trends and is responsible for monitoring, tracking, and ensuring compliance. (HR)
• Provide guidance, training, and mentoring to less experienced personnel in day-to-day business operations. Acquire and distribute new expertise and methods. Recognized as an expert in a functional unit and advise others.
• Perform accounts receivable and payable activities in accordance to Generally Accepted Accounting Principles (GAAP) ensuring unit budget is balanced. Identify variances and trends and investigate. (FIN)
• Serve as a liaison between unit and Financial Services (Payroll & Budget), Human Resources, and Strategic Sourcing and Acquisition Services and partners with them on campus-wide initiatives.
• Respond to inquiries with accurate and policy-supported information. Contact appropriate resources when unable to find factual support for answers.
• Perform other duties as assigned.

Qualifications

• Education: Bachelor's degree in business administration, public administration, finance, accounting, human resources, or other related field.
• Experience: Three (3) years of related experience in human resources and business, budget, or financial operations.
• Other: Except for qualifications established by law, additional related experience and formal education 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

$69,000 - $79,000, commensurate with education and experience.

Equal Employment Opportunity Statement

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.

Reasonable Accommodation

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 [e-mail]. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

Title IX and Non-Discrimination

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.