Program Manager, Executive Operations & Faculty Actions (contractual)

University of Maryland, Baltimore; Baltimore (MD); On-site; USD 86,000 - 95,000; Full time

Benefits offered by this job

Contingent Category II benefits

Tuition remission for employees

Telework up to two days/week

Job summary

University of Maryland, Baltimore seeks a seasoned Program Manager to provide high-level program management and executive operational support to the Office of the Chair, coordinating faculty appointment, promotion, and tenure actions and related processes.

Working with the Program Director, the role manages confidential documentation, prepares senior-level correspondence, coordinates travel and scheduling, and supports meetings, events, and strategic initiatives in a fast-paced academic

Qualifications

• Bachelor's degree required or equivalent experience.
• Four (4) years of program oversight including program planning, budget, and coordination.
• PMI PMP Certification preferred or equivalent experience in project management.

Responsibilities

• Manage the administrative lifecycle of faculty actions (appointment, promotion, tenure) and related materials.
• Coordinate the Chair's travel, scheduling, purchasing, and routine correspondence.
• Prepare executive-level correspondence and documentation for review by leadership.
• Support departmental meetings, events, and strategic initiatives; maintain confidential records.

Skills

Program management

Executive operations

Communication

Education

Bachelor's degree

Job description

Exciting and challenging opportunity for a seasoned professional toprovide high-level program management and executive operationalsupport to the Office of the Chair, with primary responsibility forcoordinating faculty appointment, promotion, and tenure (APT)actions and other faculty administrative processes. The ProgramManager works closely with the Program Director to implementdepartmental priorities, manage executive operations, and ensurethe timely and accurate completion of sensitive, complex, andhigh-visibility activities.

The position serves as a key administrative liaison among theChair, Program Director, Department Administrator, faculty, Schoolof Medicine offices, and internal and external stakeholders.Responsibilities include managing faculty actions and associateddocumentation; coordinating the Chair's travel, purchasing,scheduling, and routine correspondence; preparing and draftingexecutive-level correspondence, promotion and appointment letters,and other official materials; and supporting departmental meetings,events, projects, and administrative initiatives.

The individual selected will be expected to work in a fast-paced,highly productive academic research environment. They must be aself-starter, resourceful and able to anticipate “next steps”. Theposition exercises independent judgment in managing assignedprocesses, interpreting and applying established policies andprocedures, handling confidential faculty and personnelinformation, identifying deadlines and required actions, andresolving routine operational issues. Matters requiring policyinterpretation, strategic decision-making, or senior-levelintervention are escalated to the Program Director or Chair asappropriate. The highest level of confidentiality andprofessionalism is expected.

Note: This position is eligible for up to two days/week fortelework.

Benefits: Contingent Category II

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees cantake advantage of. Contingent Category II staff receive a generousleave package that includes over 2 weeks of vacation each year,paid holidays, sick time, and time for community service;subsidized comprehensive health insurance and supplementalretirement options; professional learning and development programs;limited tuition remission for employees enrolled at UMB; lifeinsurance and long-term disability; and flexible work schedules andteleworking options (if applicable per job).

UMB is a public university and constituent institution of theUniversity System of Maryland. All employees are expected to workprimarily physically within the State of Maryland.

ESSENTIAL FUNCTIONS:

Faculty Actions and Academic Administration (50%)

• Manage the administrative lifecycle of faculty appointment,promotion, tenure, and related academic actions for the departmentin coordination with the Program Director, faculty leadership, andSchool of Medicine Office of Academic Administration.
• Review faculty action materials for completeness, accuracy, andcompliance with School of Medicine requirements; identify missingor inconsistent documentation and coordinate resolution withfaculty and appropriate administrative offices.
• Coordinate external reviewer processes, including relationshipdocumentation, reviewer classification, formal requests,distribution of candidate materials, tracking of responses,follow-up correspondence, and maintenance of confidential reviewerrecords.
• Draft and prepare appointment, promotion, tenure, and otherfaculty action correspondence for review by the Program Director,Chair, and other appropriate leadership.
• Coordinate departmental APT committee activities, includingmeeting scheduling, preparation and distribution of confidentialmaterials, documentation of required actions, and follow-up.

Executive Operations and Office of the Chair Support(30%)

• Manage day-to-day executive operations for the Office of theChair in coordination with the Program Director, ensuring timelyfollow-through on administrative priorities, requests, deadlines,and commitments.
• Coordinate complex scheduling and meeting logistics for theChair, including meetings involving faculty, senior leadership,institutional partners, candidates, donors, and externalstakeholders.
• Manage travel arrangements and reimbursements for the Chair,including preparation of itineraries, coordination oftransportation and lodging, processing of required documentation,and reconciliation of travel expenses in accordance with Universitypolicies.
• Coordinate purchasing and procurement activities for the Officeof the Chair, including preparation and submission of purchasingdocumentation, tracking of transactions, and coordination withdepartmental and institutional administrative offices.
• Manage routine correspondence on behalf of the Office of theChair and draft, edit, and prepare higher-level correspondence forreview and signature, including letters of appointment, promotion,recommendation, recognition, support, and other officialcommunications.
• Prepare meeting materials, agendas, correspondence,presentations, reports, and supporting documentation for the Chairand Program Director.
• Track action items, deadlines, and follow-up arising frommeetings and executive requests; communicate with responsibleparties and ensure items are advanced to completion.
• Serve as a primary administrative point of contact for theOffice of the Chair, independently responding to routine inquiriesand appropriately triaging sensitive, complex, or strategic mattersto the Program Director or Chair.
• Maintain confidential executive, faculty, and departmentalrecords and ensure appropriate handling of sensitiveinformation.

Program and Departmental Operations (20%)

• Coordinate meetings, seminars, faculty activities, anddepartmental events assigned by the Program Director or Chair,including scheduling, logistics, materials, communications, andfollow-up.
• Compile information and prepare routine reports, summaries,presentations, and administrative materials to support departmentalplanning and decision-making.
• Perform other related duties and special projects asassigned.

Qualifications :

MINIMUM QUALIFICATIONS

Education

Bachelor's degree. Bachelor's degree in businessadministration, public administration, higher education, humanresources, or a related field preferred.

Experience

Four (4) years of program oversight includingprogram planning, budget, and coordination.

Certification/Licensure:

Project Management Professional(PMP) Certification preferred.

Other

Except for qualifications established by law,additional related experience and formal education in which one hasgained the knowledge, skills, and abilities required for fullperformance of the work of the job class may be substituted for theeducation or experience requirement on a year-for-year basis with30 undergraduate college credits being equivalent to one year ofrelated experience. In instances where specific education and/orexperience is required only directly related education and/orexperience may be substituted.

Preferred Qualifications:

• Bachelor's degree in business administration, publicadministration, higher education, human resources, or a relatedfield Preferred . Preference may be given to applicants withmaster's level credentials.
• Three years of progressively responsible experience in programcoordination, academic administration, executive operations,faculty affairs, or a related administrative area preferred.
• Experience managing multiple priorities and deadlines andworking with senior leadership in a professional or academicenvironment. Experience in an academic medical center, university,or other complex higher education environment preferred.
• Three writing samples strongly encouraged.

KNOWLEDGE, SKILLS, ABILITIES

Knowledge of position requirements. Knowledge of all applicablerequirements, regulations, and laws. Skill in effective use ofapplicable technology/systems. Ability to effectively communicateboth verbal and written thoughts, ideas, and facts. Ability to workcooperatively with others and independently. Ability todemonstrate, understand, apply, and adhere to the UMB Core Valuesof Respect and Integrity, Well-being and Sustainability, Equity andJustice, and Innovation and Discovery.

Hiring Range:

Hiring Range: $85,500.00 - $95,000.00; Commensurate witheducation and experience.

UMB is committed to cultivating a diverse and inclusive workforceand is proud to be an equal employment opportunity employer. Allqualified applicants will receive consideration for employmentwithout regard to race, color, religion, age, ancestry or nationalorigin, sex, pregnancy or related conditions, sexual orientation,gender identity or expression, genetic information, physical ormental disability, marital status, protected veteran's status, orany other legally protected classification.

If you anticipate needing a reasonable accommodation for adisability under the Americans With Disabilities Act (ADA), duringany 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 forreasonable accommodation will be responded to from this emailaddress.

The University of Maryland, Baltimore prohibits sex discriminationin any education program or activity that it operates. Individualsmay report concerns or questions to the Title IX Coordinator. Readthe UMB Notice of Non-Discrimination for more information.