Executive Coordinator

University of Maryland Baltimore County; Arbutus (MD); Hybrid; USD 80,000 - 91,000; Full time

Benefits offered by this job

Life and disability insurance

Retirement plans

Wellness opportunities

Much more

Job summary

University of Maryland Baltimore County (UMBC) is seeking an Executive Coordinator to support the Vice President for Administration & Finance and CFO. The role manages a complex calendar, planning meetings, travel, and events, while coordinating with staff and division leaders to ensure materials and background information are prepared for key engagements.

UMBC offers a hybrid telework option, competitive compensation starting at $80,000 with over four weeks of vacation for regular full‑time

Qualifications

• Six years of progressively responsible administrative support experience, including at least two years providing primary executive‑level support.
• Experience managing a complex executive calendar and coordinating meetings involving senior internal and external stakeholders.
• Experience planning and coordinating meetings, retreats, events, travel, and related logistics.
• Experience with office purchasing, supplies, invoices, vendors, procurement processes, or comparable administrative transactions.
• Exceptional organizational, time‑management, customer‑service, and problem‑solving skills with multiple priorities.
• Excellent interpersonal and written communication skills and discretion with confidential information.
• Strong proficiency in Word, Excel, PowerPoint, Outlook/Office 365 and virtual conferencing platforms.

Responsibilities

• Manages the VPAF/CFO’s complex calendar, prioritizing appointments and protecting time for critical priorities.
• Coordinates travel arrangements and itineraries for the VPAF/CFO.
• Prepares background materials and ensures readiness for key meetings and engagements.
• Plans and coordinates Administration & Finance division meetings, retreats, and events.
• Tracks expenditures within approved budgets with Procurement and Financial Services.
• Coordinates agendas, timing, and follow‑up items for division meetings and retreats.
• Prepares routine correspondence, meeting notes, and administrative materials.
• Manages day‑to‑day office operations, supplies, purchases, invoices, and procurement docs.
• Maintains organized records, contact lists, shared files, and office procedures.
• Screens inquiries, routes follow‑ups, and ensures time‑sensitive matters reach the right person.

Skills

Calendar management

Executive support

Travel logistics

Meeting coordination

Procurement

Office administration

Microsoft Office

Communication skills

Confidentiality

Education

Bachelor's Degree

Tools

Outlook/Office 365

Virtual conferencing

Microsoft Word/Excel/PowerPoint

Job description

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Location: UMBC Campus

Position Overview:

The Executive Coordinator to the Vice President for Administration & Finance and CFO (VPAF/CFO) provides high-level executive and administrative coordination and supports the effective day-to-day operation of the Office of the VPAF/CFO. The position manages the VPAF/CFO’s complex calendar, meetings and events, travel and logistics, office purchasing and supplies, records and workflows, and student employees assigned to the office.

Why Work at UMBC?

UMBC offers competitive compensation. This role starts at $80,000 and has over 4 weeks of vacation for regular full time roles. Tuition remission is also available.

A hybrid telework schedule may be available.

Responsibilities:

• Manages the VPAF/CFO’s complex calendar, exercising independent judgment and discretion in prioritizing appointments, resolving conflicts, protecting time for critical priorities, and coordinating short- and long-range scheduling.
• Coordinates travel arrangements and itineraries for the VPAF/CFO as needed.
• Works with the Chief of Staff and division leaders to ensure the VPAF/CFO has appropriate background materials and is prepared for key meetings and engagements.
• Plans and coordinates Administration & Finance division meetings, retreats, and events, including scheduling, agendas, and materials preparation.
• Tracks and coordinates event- and meeting-related expenditures within approved budgets, in conjunction with Procurement and Financial Services.
• Coordinates with presenters, facilitators, and participants to confirm agendas, timing, and follow‑up items for division meetings and retreats.
• Prepares routine correspondence, agendas, meeting notes, and administrative materials and coordinates document formatting and distribution.
• Manages day‑to‑day administrative operations of the VPAF/CFO's office, determine supplies, equipment, purchases, invoices, procurement documentation, and other routine office needs.
• Maintains organized electronic and physical records, contact lists, shared files, recurring calendars, and office procedures.
• Screens and routes inquiries and correspondence, determines appropriate follow‑up, and ensures time‑sensitive matters reach the appropriate person.

Required Minimum Qualifications:

• Six years of progressively responsible administrative support experience, including at least two years providing primary executive‑level support to a senior administrator (or an equivalent combination of education and experience).
• Demonstrated experience managing a complex executive calendar and coordinating meetings involving senior internal and external stakeholders.
• Experience planning and coordinating meetings, retreats, events, travel, and related logistics.
• Experience with office purchasing, supplies, invoices, vendors, procurement processes, or comparable administrative transactions.
• Exceptional organizational, time‑management, customer‑service, and problem‑solving skills, with the ability to manage multiple priorities and last‑minute changes.
• Excellent interpersonal and written communication skills and demonstrated discretion in handling confidential information.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook/Office 365, and virtual conferencing platforms.

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 may be substituted for the education or experience requirement on a year‑for‑year basis, with 30 college credits being equivalent to one year of experience.

Preferred Qualifications:

• Bachelor's Degree
• Administrative experience in higher education or a complex public‑sector organization.
• Experience supporting a Vice President, CFO, Provost, President, or comparable senior executive.
• Experience supervising or coordinating student employees.
• Experience with UMBC/USM purchasing, financial, travel, or event systems and policies.
• Tuition remission at UMBC for eligible dependents after two years of FT employment

Additional Benefits:

• Life and disability insurance
• Retirement plans (including the choice of joining the pension plan)
• Wellness opportunities
• & Much more

Salary: $80,000 - $91,000 depending on qualifications and experience.
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations.

The above salary range represents the University’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Hours: Full Time

Type: Regular

FLSA Status: Exempt

UMBC is an affirmative action / Equal Opportunity Employer. Applications from women, minority group members, veterans and individuals with disabilities are encouraged to apply.

If you require a reasonable accommodation for a disability for any part of the employment process, please contact the Human Resources Department at 410-455-2337 or MD TTY Relay Service 1-800-735-2258 between 8:30 a.m. and 4:00 p.m. Monday through Friday.

Work Authorization As required by the 1986 Immigration Act, be prepared to present acceptable documentation upon hire showing your identity and that you are a U.S. citizen or an alien who is authorized to work.

Advertised: Aug 19 2026 09:00 Eastern Daylight Time

Applications close: Open Until Filled