Administrative Specialist

University of Maryland • Baltimore, MD

6d • $69,500 - $82,000 • Onsite

About The Position

The School of Medicine - Department of Pathology - has an exciting opportunity for an Administrative Specialist. The mission of the University of Maryland School of Medicine Department of Pathology is to: deliver the highest quality diagnostic care to our patients and communities; partner with providers to optimize test utilization and interpretation for clinical management; educate the best future physicians, laboratorians, and scientists; and advance the frontiers of scientific knowledge in medicine.
The University of Maryland Department of Pathology is committed to serving our community through world-class patient care, education, and research. We are proud to offer our clinical and consultative pathology services to patients and healthcare providers, share our love of the field with our exceptional trainees, and enhance public health and medical knowledge through our continuous research efforts. This mission could not be achieved without our belief in fostering an environment that values and promotes diversity, equity, inclusion, and justice, through which better outcomes for our patients, faculty, staff, trainees, and the scientific community as a whole are achieved.
This position manages and coordinates planning and direction to support the strategic business initiatives for a specific function and/or operation. Responsible for review, forecasting and reporting of financial information, overseeing payroll processing, including gathering and reporting of financial information. Performs human resource functions related to day-to-day operations; may partner with Human Resource Services in areas of specific Human Resource specializations, such as staffing, compensation, benefits and employee relations issues. Implements and ensures the adherence to related accounting and human resource policies, procedures, and programs in order to assure cohesiveness and effectiveness.
SCOPE OF ROLE
Accomplishes responsibilities by applying specialized and theoretical knowledge, principles, and concepts of a professional discipline normally acquired through advanced education or specialized training. Resolves issues and significant matters on behalf of management by utilizing independent judgment, discretion, creativity, and analytical thinking. Contributes to development and evaluation of goals and objectives. Creates solutions to ensure legal and policy compliance. May supervise, mentor, or coordinate work of others (positions that supervise are responsible for service delivery, quality assurance, and employee performance). May independently manage or administer programs, processes, projects, or resources.
Applies intermediate level knowledge, concepts, principles, and skills. Decision making occurs within general guidelines and requires significant interpretation. Supervisor defines work guided by goals and objectives. Supervisor assists with unusual situations. Solutions require considerable analysis and evaluation of various alternatives. Independently anticipates needs and requirements to resolve non-routine matters.

Requirements

• Bachelor's degree in business administration, public administration, finance, accounting, human resources, or other related field.
• Three (3) years of related experience in human resources and business, budget, or financial operations.
• 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.
• 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.

Responsibilities

• Administer financial (FIN), procurement (SSA), and human resource (HR) functions for an administrative office or department formulating unit plans, policies, and procedures, setting goals and objectives, adhering to rules and regulations. Maintains unit's budget.
• Adhere, propose, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations. Implements campus policies, procedures and programs, and ensures compliance.
• Assist in the long- and short-term planning to meet business objectives and ensures long- and short-term assignments and projects are achieved
• Administer the daily financial operations, procurement, and human resources of the unit, including payroll processing, human resource transactions, purchase orders, and financial budgeting, forecasting and reporting
• 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.
• Perform line by line budget and financial trend analyses of departmental budgets. Determine if allocation of funds meet needs of unit or identify deficits and develop proposal to meet the unit's goals.
• Prepare and assembles statistical data and reports for use in budgetary evaluation, maintaining downloaded data to coordinate necessary computer files. Creates monthly, quarterly, and annual reports and ensures financial information has been recorded accurately.
• Prepare units budget and performs micro trend analyses and financial forecasts.
• Facilitate payroll (staff and/or faculty) activities such as analyzing commitment accounting data and effort logs, tracking payroll adjustments and cost sharing commitments, ensuring timely submission and approval, and tracking timesheets for compliance. Ensure department payroll reconciliation is accurate by performing audits and analysis. (FIN-PR)
• Administer purchasing and travel management for administrative units department, including procurement card purchases, initiating purchase requisitions, and processing travel reimbursements. Determines client needs from analysis and designs procurement methodology, researches markets, and assists in contracts and negotiations. Prepares travel journal entries and reviews travel expenditures. (SSA/FIN)
• Manage and attends to confidential matters of employment, credentialing, payroll and records management processes for the department Investigate, research, and apply human resource regulation, practice, and policy to provide hands on and problem resolution support. Administer employment, credentialing, payroll and human resource records processes for the unit. Collaborate with Human Resource Services to implement and effectively communicate campus human resource policy, regulations, procedures, and programs. Analyzes personnel trends and is responsible for monitoring, tracking, and ensuring compliance. (HR)
• Provide guidance, training, and mentoring to less experience personnel in day-to-day business operations. Acquire and distribute new expertise and methods. Recognized as an expert in a functional unit and advises others.
• Perform accounts receivable and payable activities in accordance to Generally Acceptable Accounting Principles (GAAP) ensuring unit budget is balances. Identify variances and trends and investigate. (FIN)
• Serve as a liaison between unit and Financial Services (Payroll & Budget), Human Resources, and Strategic Sourcing and Acquisition Services and partners with them on campus-wide initiatives.
• Respond to inquiries with accurate and policy supported information. Contact appropriate resources when unable to find factual support for answers.
• Perform other duties as assigned.

Benefits

• Retirement program
• Generous PAID leave package
• 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
• Teleworking options (if applicable per job)

What This Job Offers

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