Administrative Manager

University of Maryland • Baltimore, MD

14d • $92,000 - $100,838 • Hybrid

About The Position

The University of Maryland, Baltimore (UMB) seeks a seasoned Executive Administrative professional to serve as a trusted partner to the Associate Vice President and Chief Human Resources Officer and the Office of Human Resources. This role operates with a high degree of independence, managing competing priorities, coordinating strategic initiatives, and supporting the day-to-day operations of the office while working closely with HR leadership to ensure alignment and continuity across activities.
After 90 days, this position has a hybrid telework schedule, with three in-office days and two remote days per week. Please note that the telework schedule may be adjusted to align with business requirements and organizational priorities. UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

Requirements

• Bachelor’s degree from an accredited college or university in a field related to area of assignment or four years of an equivalent combination of education and work experience directly related to the skills required to successfully perform this position.
• Five (5) years of executive administrative related experience, which includes experience supporting senior leadership in higher education, healthcare, or public sector environments.
• Supervisory experience with two (2) years of direct program/project management or coordination responsibilities.
• Familiarity with HR operations (recruitment, employee relations, compensation, or benefits).
• Experience managing budgets and financial reporting.
• Skilled in the effective use of applicable technology/systems, virtual meeting platforms, and software applications, including office software and database management.
• Demonstrate strong professional integrity by exercising discretion in handling highly confidential information and work with confidential and time sensitive materials.
• Ability to manage complex administrative tasks and functions independently.
• Skilled in managing multiple priorities, making independent decisions while meeting multiple deadlines.
• Strong written and oral communication skills with a demonstrated ability to write concisely, express thoughts clearly and develop ideas in a logical sequence.
• Strong analytical, organizational, time management, interpersonal and problem-solving skills, with strong attention to detail.
• Ability to deal tactfully resolving any problems that arise by using sound, independent judgment.
• Ability to establish and maintain professional working relationships with colleagues and work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks.
• Strong commitment to customer service, confidentiality, and discretion.
• 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.

Responsibilities

• Manages and prioritizes the AVP/CHRO’s calendar and commitments, exercising independent judgment to balance competing demands, protect executive time, and ensure alignment with strategic priorities. Serves as a key point of triage for incoming requests, determining appropriate action, escalation, or delegation.
• Leads the planning and coordination of leadership meetings and engagements, including scheduling, agenda development, preparation of background materials, and ensuring meetings are well-organized, efficient, and actionable. Tracks follow-ups and ensures timely completion of next steps.
• Anticipates needs and proactively identifies and resolves issues before they escalate, ensuring continuity and efficiency in daily operations of the AVP/CHRO office.
• Serves as a primary point of contact for internal and external stakeholders, including academic leadership, central administration, and external partners. Manages communications on behalf of the AVP/CHRO and ensures timely, professional, and appropriate responses to inquiries.
• Drafts, reviews, and prepares correspondence, briefings, reports, and other materials to support executive decision-making, using sound judgment and maintaining a high level of confidentiality.
• Tracks and advances progress on departmental strategic initiatives, working with HR leadership to gather updates, identify issues and concerns, and ensure follow-through on key priorities and deliverables.
• Coordinates across central HR units and campus partners to strengthen communication flow, ensuring alignment on priorities, initiatives, and messaging.
• Manages departmental financial and administrative operations, including budgeting, expense tracking, reconciliation, and financial reporting. Oversees and performs regular reconciliation of financial transactions, charge backs, p-card activity, and accounts to ensure accuracy, compliance, and timely resolution of discrepancies. Reviews expenditures for alignment with established budgets and strategic priorities.
• Oversees contracts, purchase orders, invoices, and vendor relationships; ensures timely processing, accuracy, and adherence to institutional policies and procedures.
• Supports planning and execution of department events, projects, and initiatives, managing timelines, logistics, and deliverables while ensuring quality and attention to detail.
• Maintains and manages confidential records, files, organizational charts, and distribution lists, ensuring accuracy, accessibility, and appropriate handling of sensitive information.
• Oversees office operations, including space coordination, equipment, and supply management, ensuring the office is well-organized and fully supported.
• Performs other duties as assigned.

Benefits

• Participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire.
• 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.
• Flexible work schedules and teleworking options (if applicable per job).

What This Job Offers

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