Executive Coordinator

UMBC • Baltimore, MD

6d • $80,000 - $91,000 • Hybrid

About The Position

The Executive Coordinator to the Vice President for Administration & Finance and CFO (VPAF/CFO) provides high-level executive and administrative coordination and supports the effective day-to-day operation of the Office of the VPAF/CFO. The position manages the VPAF/CFO’s complex calendar, meetings and events, travel and logistics, office purchasing and supplies, records and workflows, and student employees assigned to the office.

Requirements

• Associate's Degree
• Six years of progressively responsible administrative support experience, including at least two years providing primary executive-level support to a senior administrator (or an equivalent combination of education and experience).
• Demonstrated experience managing a complex executive calendar and coordinating meetings involving senior internal and external stakeholders.
• Experience planning and coordinating meetings, retreats, events, travel, and related logistics.
• Experience with office purchasing, supplies, invoices, vendors, procurement processes, or comparable administrative transactions.
• Exceptional organizational, time-management, customer-service, and problem-solving skills, with the ability to manage multiple priorities and last-minute changes.
• Excellent interpersonal and written communication skills and demonstrated discretion in handling confidential information.
• Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook/Office 365, and virtual conferencing platforms.

Nice To Haves

• Bachelor's Degree
• Administrative experience in higher education or a complex public-sector organization.
• Experience supporting a Vice President, CFO, Provost, President, or comparable senior executive.
• Experience supervising or coordinating student employees.
• Experience with UMBC/USM purchasing, financial, travel, or event systems and policies.

Responsibilities

• Manages the VPAF/CFO’s complex calendar, exercising independent judgment and discretion in prioritizing appointments, resolving conflicts, protecting time for critical priorities, and coordinating short- and long-range scheduling.
• Coordinates travel arrangements and itineraries for the VPAF/CFO as needed.
• Works with the Chief of Staff and division leaders to ensure the VPAF/CFO has appropriate background materials and is prepared for key meetings and engagements.
• Plans and coordinates Administration & Finance division meetings, retreats, and events, including scheduling, agendas, and materials preparation.
• Tracks and coordinates event- and meeting-related expenditures within approved budgets, in conjunction with Procurement and Financial Services.
• Coordinates with presenters, facilitators, and participants to confirm agendas, timing, and follow-up items for division meetings and retreats.
• Prepares routine correspondence, agendas, meeting notes, and administrative materials and coordinates document formatting and distribution.
• Manages day-to-day administrative operations of the VPAF/CFO's office, determine supplies, equipment, purchases, invoices, procurement documentation, and other routine office needs.
• Maintains organized electronic and physical records, contact lists, shared files, recurring calendars, and office procedures.
• Screens and routes inquiries and correspondence, determines appropriate follow-up, and ensures time-sensitive matters reach the appropriate person.

Benefits

• 22 Days of Annual Leave
• 15 Days of Sick Leave
• 15 Holidays
• 3 Personal Days
• 8 credit hours per semester Tuition remission
• Tuition remission at UMBC for eligible dependents after two years of FT employment
• Life and disability insurance
• Retirement plans (including the choice of joining the pension plan)
• Professional development opportunities
• Wellness opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree