Executive Coordinator

UMBC: Recent Jobs; Baltimore (MD); Hybrid; USD 80,000 - 91,000; Full time

Benefits offered by this job

Regular benefits package

Generous leave

Tuition remission

Retirement plans

Professional development opportunities

Wellness opportunities

Job summary

UMBC is seeking an Executive Coordinator to support the Vice President Administration & Finance and CFO (VPAF/CFO). You will manage the executive calendar, coordinate travel, prepare background materials, and plan division meetings and events to ensure smooth day-to-day operations.

The role requires strong organizational skills, multi-tasking ability, and discretion with confidential information; proficiency in MS Office and virtual conferencing tools is essential.

Qualifications

• Associate's Degree and at least six years of progressively responsible administrative support.
• Two years providing executive-level support to a senior administrator.
• Experience managing a complex executive calendar and coordinating meetings with senior internal and external stakeholders.
• Experience planning and coordinating meetings, retreats, events, travel, and related logistics.
• Experience with office purchasing, 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.

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.

Skills

Executive support

Calendar management

Travel logistics

Meeting coordination

Office administration

Communication

Microsoft 365

Education

Associate's Degree

Bachelor's Degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Outlook/Office 365

Virtual conferencing platforms

Job description

Department

Vice President Administration

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.

What is it like to work at UMBC? Check out Glassdoor or Indeed.

For 16 years in a row UMBC has been recognized as a Great College to Work For!

Telework

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

• Associate's Degree
• 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).
• 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.
• 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.

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.

Background Screening Statement

A background check will be required.

Closing Date

Open Until Filled

Benefits

UMBC offers a rich benefits package.

• Regular and grant funded regular positions: Full benefits summary click here
• Generous Leave (22 Days of Annual Leave, 15 Days of Sick Leave, 15 Holidays, 3 Personal Days)
• Tuition Remission (8 credit hours per semester; Tuition remission at UMBC for eligible dependents after two years of FT employment)
• Life and disability insurance
• Retirement plans (including the choice of joining the pension plan)
• Professional development opportunities
• Wellness opportunities
• Much more

Salary

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

Equal Opportunity Statement

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

Title IX

As an institution that receives federal financial assistance, UMBC adheres to Title IX and does not discriminate on the basis of sex. For more information about Title IX and contact information for Title IX Coordinator click here.

Accommodation

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