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University of Maryland, Baltimore (UMB) · 1 week ago

Executive Assistant - Office of Chair

Baltimore, MD

Contract

Onsite

Mid, Senior Level

$100K/yr - $110K/yr

5+ years exp

The University of Maryland, Baltimore (UMB) is a public university and constituent institution of the University System of Maryland. They are seeking an Executive Assistant to provide multi-faceted administrative support to the Chair's Office, managing schedules, preparing reports, and coordinating activities to ensure effective operations.

BiotechnologyHealth Care

H1B Sponsor Likely

Responsibilities

Provides multi-faceted administrative support and assistance to ensure effective use of an Executive or Chair's time and productive interactions internally and externally

Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people

Manages the Executive or Chair's schedule, meeting preparations, follow-up tasks, and complex travel arrangements

Conducts research and information gathering on behalf of the Executive/Chair and prepares summaries and reports

Develops positive and strategic relationships at all levels of the University

Uses discretion, judgement, and knowledge of the University to facilitate the Executive/Chair's activities and maintain confidentiality

Prepares correspondence and reports on behalf of Executive/Chair

Gathers and compiles material and interprets data and prepares new and recurring business and academic related reports

Uses contemporary software and tools to draft presentations, financial, statistical, budget, narrative, and other reports as required

Peer reviews correspondence drafted by Executive/Chair

Works with a unit's budget in preparing budget and expense reports, creating, processing, tracking, and reconciling purchase orders, and contracts

Perform integrated revenue and expense analyses, projections, reports, and presentations

Identifies trends and developments and presents findings to Executive

Perform financial forecasting and reconciliation of internal accounts

Creates and analyzes reports and ensures financial information has been recorded accurately

Analyze human resources data to assist in determining staffing levels and develop reports

Monitors and evaluates, and suggests improvements as needed, to the effectiveness of the Executive's/Chair's and unit's administrative operations

Performs budget monitoring and the processing of travel expenses, invoices, and purchases

Oversees unit's administrative operations including space planning, moves, change requests for space, furniture, equipment, etc

Coordinates Executive's/Chair's daily activities, including meeting schedule, travel scheduling, expenses tracking, and meeting management and content with internal and external parties

Analyze problems or issues of diverse scope and determine resolutions and interpret policies (e.g., fiscal management, HR, research administration in defined areas)

Interpret procedures and policies to determine appropriate action in matters of significance

Adhere, propose, interpret, implement, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations of business functions

Provides complete planning for meetings, conferences hosted by the Executive/Chair, and committees including communication materials and presentations

Assures Executive/Chair is fully briefed before meeting on matters to be considered

Conducts necessary research regarding University operations and informs Executive/Chair of findings so they may accomplish University objectives

Acts as a problem identification and resolution resource, answers questions, provides guidance, troubleshoots, and follows up in resolving problems, both internal and external

Represents the University in on-campus and off-campus committees, or in meetings with faculty, students, governmental representatives, and members of the general public

Acts as a liaison for faculty, staff, students, and executives

Participates in special projects and performs other Executive/Chair and unit's administrative duties having a significant impact on the overall goals of the University

Perform other duties as assigned

Qualification

Budget preparationAdministrative supportMS Office proficiencyData analysisProject managementEffective communicationTeam collaborationProblem-solving

Required

Bachelor's degree

Five (5) years of related business operations environment and/or administrative support to an Executive/Chair that includes overseeing budget preparation and reporting

One (1) year of direct supervision or responsibility for training, work coordination, and monitoring work of others

Proficient in MS Office products, including excel, PowerPoint, SharePoint, teams, etc

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

Preferred

Business, accounting, finance, or related degree preferred

Benefits

Comprehensive benefits package

Retirement program (pension or optional retirement plan/ORP)

Generous PAID leave package that includes over 4 weeks of vacation accrued each year

15 paid holidays

3 personal leave

Unlimited accrual of sick time

Comprehensive health insurance

Professional learning and development programs

Tuition remission for employees and their dependents at any University System of Maryland school

Flexible work schedules

Teleworking options

Company

University of Maryland, Baltimore (UMB)

The University of Maryland, Baltimore (UMB) was founded in 1807.

Founded in 1953

Catonsville, Maryland, USA

5001-10000 employees

http://www.mprc.umaryland.edu

H1B Sponsorship

University of Maryland, Baltimore (UMB) has a track record of offering H1B sponsorships. Please note that this does not guarantee sponsorship for this specific role. Below presents additional info for your reference. (Data Powered by US Department of Labor)

Distribution of Different Job Fields Receiving Sponsorship

Represents job field similar to this job

Trends of Total Sponsorships

2025 (123)

2024 (114)

2023 (99)

2022 (90)

2021 (49)

2020 (67)