The Office Manager will be responsible for the day-to-day administrative functions of an Office of Public Affairs and Communications operations. Develops and oversees department specific procedures for operations, budgeting, procurement and supply, hiring, and payroll, basic IT maintenance and space planning. Generally supervises administrative assistants or accounting clerical positions.
UMB offers a generous benefits package that includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
Essential Functions :
Develop and provide input for office operational unit operating budget; administer spending and reconcile budget accounts. Maintain departmental ProCard; guarantee all bills are paid on time, are accurate, and are billed to the correct accounting code. Manage client billing system to ensure all necessary departmental time and vendor bills are input for billing; close out projects after client invoices are paid.
Maintain the calendar for the Associate VP and the office. This will include departmental and University meeting and event management by preparing agendas, assembling plans, and arranging logistics for rooms and equipment.
Edits, formats, and revises a variety of documents and materials created by others. Proofreads for grammatical, typographical and basic content errors. Converts rough copy and drafts to final version quality reports, presentations, and documents. Includes incorporating edits from multiple reviewers, adding graphics and effects to presentations, and applying campus style guidelines.
Review and approve branded items. Maintains database of available branded collateral and requests.
Gather material and interpret data to prepare recurring administrative reports. Develops, implements, and maintains paper and electronic filing systems which meet department needs and satisfy requirements for retention and information security. Enters, updates, and retrieves information as needed. Creates reports as needed.
Periodically analyze internal processes, equipment, and supplies, and implements changes to improve operations. Establish and monitor equipment leases, standing supply orders (paper, toner, etc.). Handles office supplies, equipment and IT needs ensuring adequate stock is available and in working order.
Research and is involved in telephone and computer requests, purchases, and maintenance. Ensures staff are trained in new office technology.
Oversee space planning, moves, change requests for space, furniture or equipment. Investigate potential property for lease.
Model a positive teamwork approach in coordinating smooth operations each day that includes restocking supplies, equipment setup and breakdown, catering requests, and general housekeeping of kitchen and conference rooms.
Performs other duties as assigned, such as supporting human resource support functions.
Education: Bachelors in a related field of study
Experience : Two (2) years of related administrative support experience.
Other: May consider a combination of directly related experience and education.
Knowledge, Skills, and Abilities
General knowledge of and skill in the practical application of generally accepted office practices and procedures.
Ability to communicate effective both orally and in writing.
Ability to proofread and edit written documents.
Skill in various computer software packages, such as Microsoft Office Word & Excel, spreadsheets, database, and presentation programs, Internet, email and calendaring software.
Ability to understand and follow oral and written instructions.
Ability to interact effectively with internal and external parties in a courteous and efficient manner.
Ability to plan, organize, prioritize, and execute multiple and continuing assignments with general instructions.
Hiring Range: Commensurate with education and experience The target range for this position is low to mid $50's
If accommodations are needed for a disability, please contact Human Resource Services at 410-706-2606, Monday – Friday, 8:30am – 4:30pm EST. Maryland Relay can be accessed by dialing 711 (in-state) or 1-800-735-2258.
Equal Opportunity/Affirmative Action Employer. Minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.
Job: Reg or CII Exempt Staff - E1448D
Employee Class : Exempt Regular
Full Time/Part Time: Full-Time
Shift: Day Job
Organization: Office of the VP Communications & Public Affairs
Job Posting: Mar 7, 2018
Unposting Date: Mar 28, 2018, 3:59:00 AM
Internal Number: 83682
About University of Maryland, Baltimore
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, global health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.