Specialist, Academic Services Senior

University of Maryland, Baltimore; Baltimore (MD); On-site; USD 70,000 - 90,000; Full time

Job summary

The University of Maryland, Baltimore (UMB) is seeking a Senior Academic Services Specialist to coordinate administrative functions for graduate programs within GPILS. You will lead program operations, advise students and faculty, and ensure compliance with policies while coordinating budgets and communications.

Responsibilities include organizing class assignments, developing program communications, and handling travel, visas, and site coordination as needed.

Qualifications

• Bachelor's degree required; five years of program administration in higher education or healthcare preferred.
• Ability to interpret policies, manage complex processes, and communicate clearly.
• Experience coordinating academic programs and advising students, faculty, and staff.

Responsibilities

• Lead administrative activities for Doctoral and Graduate programs to ensure efficiency and compliance.
• Develop program plans within specifications and funding limits.
• Oversee daily operations and coordinate program activities.
• Assign faculty, facilities, and students to classes and supervise staff.
• Prepare reports, reconcile budgets, and manage departmental expenses.

Skills

Verbal and written communication

Independent judgment

Policy interpretation

Analytical thinking

Team collaboration

Education

Bachelor's degree

Job description

Job Description

The University of Maryland, Baltimore (UMB), School of Medicine -Graduate Program in Life Sciences (GPILS) is currently seeking a Senior Academic Services Specialist. The Senior Academic Services Specialist is responsible for the full administrative coordination of academic programs, such as graduate or doctoral. This position is responsible for leading administrative activities, coordinating, organizing and maintaining the operational and administrative functions of departments and/or programs. This position is also responsible for serving as a resource for students, faculty and staff by developing and coordinating academic activities, programs, and extracurricular seminars.

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.

Responsibilities

• Lead administrative activities of the academic program, such as Doctoral and Graduate programs, with interrelated activities of other programs, departments, or staff to ensure optimum efficiency and compliance with appropriate policies and procedures.
• Develop academic program plans in accordance with specifications and funding limitations.
• Oversee daily operations and coordinate activities of academic programs.
• Determine priorities and synchronize assignment of faculty, facility, and students to class.
• Ensure students are progressing through courses appropriately and academic success.
• Assist students with inquiries relating to their enrollment, such as selection of classes, payment of tuition, student fees, and insurance.
• Develop, compile, and write program or coursework communications and promotional literature for distribution such as newsletters, brochures or flyers.
• Reconcile departmental budgets and oversee payment of all departmental expenses including payment of student workers, guest artists, guest speakers, departmental and office supplies, etc.
• Prepare periodic reports, financial statements and records on academic program activities, progress, status or other special reports for management or outside agencies.
• Organize clinical or internship site assignments.
• Arrange clinical or internship supervision at clinical or internship site by assignment of faculty or preceptor.
• Confer with and advise staff, students and others to provide technical advice, problem solving assistance, answers to questions, and provides policy interpretation.
• Refer issues to appropriate department person when unable to respond.
• Serve as a liaison between students, residents, or faculty and department staff regarding payroll, benefits, reimbursements, and other administrative matters.
• Coordinate travel, housing, and visa requirements as needed.
• Evaluate program effectiveness to recommend improved methods. Implement activities of academic program and assignment of faculty, facility, and students.
• Ensure students are progressing through courses appropriately and successfully.
• Direct students to resources that will aid in their success. Perform other duties as assigned.

Qualifications

EDUCATION: Bachelor's degree.

EXPERIENCE: Five (5) years of administration of a program, preferably in higher education or healthcare setting.

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 of the job class 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, ABILITIES

• Accomplishes responsibilities by applying specialized and theoretical knowledge, principles, and concepts of a professional discipline normally acquired through advanced education or specialized training.
• Resolves issues and significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking.
• Contributes to development and evaluation of goals and objectives.
• Creates solutions to ensure legal and policy compliance.
• May supervise, mentor, or coordinate work of others (positions that supervise are responsible for service delivery, quality assurance, and employee performance).
• May independently manage or administer programs, processes, projects, or resources.
• Applies in-depth, senior level knowledge, concepts, principles, and skills.
• Wide latitude in decision making to interpret unclear or inadequate guidelines.
• Supervisor and employee collaborate to develop goals and objectives. Confers with supervisor only on controversial or far-reaching matters. Proactively resolves broad and unique matters requiring sophisticated analysis and interpretation. Acts as resource to others. 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.

About Us

The University of Maryland, Baltimore (UMB) is Maryland’s public health, law, and human services university. Six professional schools and the interdisciplinary Graduate School confer the majority of health care, human services, and law professional degrees in Maryland each year.

Our goal is to support the University’s mission of education, research, clinical care, and public service by amplifying UMB’s voice as a thought and action leader, and to enhance goodwill in the communities and people with whom we engage. 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.

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.

If you anticipate needing a reasonable accommodation for 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.

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.

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. Regular and contractual employee are eligible for a comprehensive benefits package

About the Team

The University of Maryland School of Medicine (SOM) was chartered in 1807 as the first public medical school in the United States. It continues today as one of the fastest growing, top-tier biomedical research enterprises in the world. SOM is dedicated to providing excellence in biomedical education, basic and clinical research, quality patient care and service to improve the health of the citizens of Maryland and beyond.