Dean's Office Operations Specialist

University of Maryland, Baltimore (UMB) School of Pharmacy (SOP) is currently seeking a Dean's Office Operations Specialist (Academic Administration Specialist) in the Deans Administration. Reporting to the Dean of the School of Pharmacy, the Operations Specialist is responsible for the daily administrative support to the Dean and to ensure the efficient functioning of the Dean's Office. This position will also work with and indirectly report to the Senior Associate Dean for Administration and Finance to streamline workflows and improve services provided by the Dean's Office. The Dean's Office Operations Specialist oversees various office operations, coordinating administrative activities, and serving as a point of contact for faculty, staff, students, and external stakeholders. This position plays a critical role in supporting the Dean in achieving the academic and administrative goals of the School of Pharmacy.

Established in 1841, the University of Maryland School of Pharmacy (UMSOP) is the fourth oldest school of pharmacy in the United States. As a leader in pharmacy education, scientific discovery, patient care, and community engagement; the School conducts cutting-edge research and engages in a wide variety of professional practice activities to improve the health and well-being of citizens in the state of Maryland and beyond.

BENEFITS (Exempt Regular):

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. This position participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire. Exempt regular staff receive a 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, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is Ranked Among the Best Employers for Diversity by Forbes 2022 & 2023.

UMB CORE VALUES

Respect & Integrity, Well-Being & Sustainability, Equity & Justice, and Innovation & Discovery

COMMITMENT to DIVERSITY

We believe every person brings with them unique strengths, experiences, and perspectives and we value these differences. One of our best opportunities to deliver a workplace that is diverse, inclusive, and focused on equality is to hire candidates who share these values.

The successful candidate for this position will be able to describe and demonstrate their commitment to diversity, equity, and inclusiveness as well as how they contribute to a respectful, positive workplace.

PRIMARY DUTIES

• Responsible for efficient and effective day-to-day Dean's Office operations and activities by independently analyzing current business operations, identifying customer needs, analyzing data, and implementing processes/procedures, and developing process improvement plans.

• Responsible for coordination of the Dean's daily and long-range schedule and travel including oversight of purchasing and travel support functions and development of digital records management for the Dean's Office. Independently determines the importance of requested meetings and coordinate calendar to accommodate the needs of the Dean. Ensures all calendars are accurate and scheduling is handled with a sense of urgency and professionalism; maintains appropriate record keeping systems in conjunction with scheduling. Prepare detailed briefing materials, facts, and data for the Dean prior to meetings and follows up with the Dean after meeting on action items.

• Exercise independent judgment in bringing information and variety of complex issues to the attention of the Dean. Define problems, independently conduct research as necessary, formulate solutions and make recommendations for action to the Dean. Develop responses for Dean's signature.

• Acquires knowledge in all aspects of the school to assist the Dean in making informed decisions. Responsibilities may include activities such as attending and taking notes at meetings, synthesizing the topics discussed at meetings, and providing context to/preparation for the Dean's scheduled meetings.

• Oversees and manages academic administrative issues for the School, mostly in the faculty areas of appointment, renewal, promotion, and tenure. Manages the collaborative aspects of the Appointment, Promotion, and Tenure (APT) review committee, process, and finalization and accuracy of actions.

• Assist in the long- and short-term School strategic planning to meet Dean's office business objectives and ensures that long- and short-term assignments and projects are achieved by developing and monitoring project work plans and objectives.

• Adheres, proposes, and ensures standards of operation, policies, protocols, tools, and procedures to ensure compliant, effective, and efficient operations of business functions. Implements new systems, policies, procedures, and programs, and ensures compliance. Continuously assesses processes and procedures for improvements.

• Serves as a resource and independently responds to requests and inquiries from faculty, staff, and students regarding School and University policies and procedures. Effectively communicates with executives and management within the University, State agencies, and other stakeholders.

• Fosters and supports positive, collaborative relationships with internal and external representatives by building trust and providing assessment, training, and advisement in the Dean's office operations.

• Proactively represents the Dean's Office through participation in School and Department meetings and special projects. This may include taking notes, coordinating meetings, following up on action items, working directly with other members of the School in a courteous and professional manner.

• Develops systems of financial management. Provides direction and assistance in preparation of budget requests. Develops, tracks, and initiates policy for Dean's office budget.

• Oversees and coordinates small and large meetings, conferences, retreats, events, and appointments within the Dean's executive office. Uses discretion to develop logistics, scheduling, and agenda items.

• Maintain confidentiality and handle sensitive information with discretion and professionalism.

• Performs other related duties as assigned such as assisting with grant proposal preparation and submission.