Administrative Coordinator

University of Maryland • Baltimore, MD

1d • $54,500 - $60,000 • Onsite

About The Position

The University of Maryland, Baltimore (UMB), Department of Medicine, Division of Pulmonary, Critical Care and Sleep Medicine, is currently recruiting for an Administrative Coordinator. This position provides daily support for financial, procurement, and human resources for an administrative division or department. It involves reviewing human resources and financial documents, processing payroll and HR transactions, managing procurement, and financial budgeting. The role also includes coordinating the unit's budget, adhering to policy documents, identifying and assisting in business process improvements, and ensuring effective resource utilization. The Administrative Coordinator will conduct financial report analysis, prepare financial reports and statistical data, and perform micro trend analyses and financial forecasts. Additionally, the role supports purchasing and travel management, handles accounts receivable and payable, and serves as a liaison between the unit and various university departments.

Requirements

• Bachelor's degree in business administration, public administration, finance, accounting, human resources, or other related field.
• Two (2) years of related experience in use and analysis of financial, administrative, procurement, or human resources management.
• 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.

Nice To Haves

• Supervisory Experience: N/A
• Certification/Licensure: N/A
• 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.

Responsibilities

• Provide daily support of financial (FIN), procurement (SSAS) and human resources (HR) for an administrative division or department.
• Provide reviews of human resources and financial documents and reports, including payroll processing and human resource transactions; procurement; and financial budgeting.
• Coordinates unit's budget.
• Adhere to policy documents including standard operation procedures, presentations, and other procedural information.
• Performs daily administrative duties related to financial operations, procurement, and human resources, including payroll processing, human resource transactions, purchase orders, and financial budgeting.
• Identify and assist in the development of future business process changes to administrative unit.
• Ensure effective use of resources within department and may supervise support staff.
• Review line by line analysis of financial reports for accuracy and variances. Identifies inconsistencies and errors and resolves or escalates as needed.
• Conduct research, gather data, and prepare various financial reports for management.
• Prepare and assemble statistical data and reports for use in budgetary evaluation, expenditure tracking, and maintains data to coordinate necessary computer files.
• Prepares units budget and performs micro trend analyses and financial forecasts.
• Adhering to payroll guidelines, ensures time sheets and payroll adjustments are tracked and entered timely. Follow up on delinquent time sheets. Maintains commitment accounting data and logs and reconciles biweekly payroll. (FIN)
• Supports purchasing and travel management for administrative unit’s department, including procurement card purchases, initiating purchase requisitions, and processing travel reimbursements.
• Determines client needs from analysis and designs procurement methodology, research markets, and assistance in contracts and negotiations.
• Prepares travel journal entries and reviews travel expenditures. (SSA/FIN)
• Apply knowledge of human resource transactions to administrative unit needs and processes.
• Manages and attends to confidential matters of employment, credentialing, payroll accounting, and records management processes for the administrative unit. (HR)
• Performs accounts receivable and payable activities in accordance with Generally Acceptable Accounting Principles (GAAP) ensuring unit budget is balances. (FIN)
• Serve as a liaison between unit and Financial Services, Human Resources, and Strategic Sourcing and Acquisition Services and partners with them on campus-wide initiatives.
• Responds to inquiries with accurate and policy supported information.
• Contacts appropriate resources when unable to find factual support for answers.
• Performs other duties as assigned.

Benefits

• Participation in a retirement program (pension or optional retirement plan/ORP).
• Generous PAID leave package including over 4 weeks of vacation accrued each year.
• 15 paid holidays.
• 3 personal leave days.
• 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 and teleworking options (if applicable per job).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level