Program Administrative Specialist

The University of Maryland, Baltimore (UMB) School of Dentistry has an excellent opportunity for a Program Administrative Specialist. This position is responsible for work requiring specialized knowledge for the efficient operation of the Office of Academic Affairs.

The selected candidate must be able to work independently, and successfully interact with students, administration, faculty, staff, and the public to achieve school objectives associated with the Office of Academic Affairs.  Work requires direct support from the Associate Dean and Executive Director in the Office of Academic Affairs, as well as administrative support to the Assistant Dean of Curriculum Innovation and Scholarship. 

The position also requires comprehensive knowledge of the organization and academic programs of the School of Dentistry, and skill in working with issues related to policy, procedures, and confidential matters.  The position involves considerable participation in the work of the supervisor.  Incumbents exercise discretion and judgment with the considerable consequence of error.

The School of Dentistry is one of seven professional schools at the University of Maryland, Baltimore (UMB), an urban health, law, and human services campus. The school is committed to advancing oral health and improving lives by achieving preeminence through excellence and innovation in education, patient care, research, public service, and global engagement.

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. Non-exempt regular staff receives a generous leave package that starts with 11 days of vacation accrued per year, paid holidays, unlimited accrual of sick time, and time for community service; comprehensive health insurance and retirement options; 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).

This position has the option to work a partially remote schedule. Employees of UMB must be residents of Maryland, the District of Columbia, or one of the states that are contiguous to Maryland: Delaware, Pennsylvania, Virginia, and West Virginia.

Essential Functions:

• Performs a full range of clerical to paraprofessional duties related to the day-to-day operations of the Office of Academic Affairs. Monitors the Academic Affairs mailbox and completes all degree verification requests.  Confers with staff, students, and others to provide technical advice, problem-solving assistance answers to questions, and provides policy interpretation.
• Serves as the dental school’s VA Certifying Official for students who receive military benefits.
• Schedules all room reservation requests for the school following established policies and procedures.
• Interacts with internal and external customers of the university. Handles sensitive and confidential information with tact and discretion.
• Remains current with and maximizes the use of technology for the efficient processing and generation of reports. Research best practices to develop or streamline procedures for electronic record keeping.
• Attends department meetings and takes minutes. Assists in planning, organizing, and coordinating meetings and activities for faculty and students. Schedules meetings, prepare agendas, reports, and meeting minutes, gathers, and interprets data, etc.
• Maintains the department credit card for office supplies, catering and supplies for special events, and activities associated with students and or faculty.  Serves as a Travel Administrator making travel arrangements and processing travel requests and travel reimbursement for Office of Academic Affairs Staff.
• Serve as backup to Academic Coordinator as necessary.

Note: This list of primary duties intends to provide a representative summary of the major duties and responsibilities of this job. Incumbents perform other related duties assigned. Specific duties and responsibilities may vary based on departmental needs.

Education: A bachelor’s degree.

Experience: Four years of experience in administrative staff work.

Knowledge, Skills, and Abilities: 

• Possesses knowledge of Academic Affairs functions and performs duties in compliance with all requirements/regulations/laws.

• Maintains high standards with awareness of trends and influences. Ability to collect, maintain and interpret data, and generate reports. The ability to effectively use and develop databases to collect, maintain and evaluate data. Assumes personal responsibility for all outcomes; makes effective and timely decisions with effective use of technology. Maintains productivity and increases knowledge base. Ability to self-direct and manage multiple responsibilities with the ability to prioritize.

• Effectively communicates both verbal and written thoughts, ideas, and facts. Writes and presents information concisely.  Interprets and understands written information and can listen attentively to verbal and non-verbal cues that lead to a deeper understanding.  Maintains a high level of confidentiality with sensitive information.
• Establish and maintain effective working relationships while demonstrating professional, ethical, and respectful behavior.  Interacts pleasantly and positively with others to meet customer expectations and provide follow-up with customers.

Based on the status of this position, selected candidates are eligible to participate in the Bargaining unit (Union).

Hiring Range:    $56,000 - $61,500 (pre-probation)

                  $57,400 - $63,037 (post-probation)

UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at [email protected] .

If you anticipate needing a reasonable accommodation for a 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 [email protected] . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.