Office Manager - Dean's Office

University of Maryland, Baltimore-posted 1 day ago

$67,000 - $75,000/Yr

Full-time • Manager

Baltimore, MD

1,001-5,000 employees

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The University of Maryland, School of Pharmacy (UMSOP) is seeking an Office Manager in the Dean’s Administration. The Office Manager provides comprehensive administrative, operational, and event-management support to the Office of the Dean. Serving as the outward-facing representative of the Dean’s Suite, the Office Manager delivers a professional, welcoming, and customer-focused presence to all visitors while maintaining the highest level of confidentiality and discretion. In addition to providing high-level administrative support for the Dean and Dean’s Office leadership, including calendar management, travel coordination, document preparation, and general office support. The Office Manager plays a key role in planning, organizing, and executing events for the Dean’s Office and School-wide initiatives. These include retreats, ceremonies, receptions, faculty and staff appreciation events, leadership meetings, and other special programs that build community and advance the School’s mission. Reporting directly to the Special Assistant to the Dean, the Manager ensures efficient functioning of the Dean’s Suite, exceptional service to internal and external stakeholders, and seamless coordination of events that support the visibility, operations, and strategic priorities of the School. Established in 1841, the University of Maryland School of Pharmacy (UMSOP) is the fourth oldest school of pharmacy in the United States. As a leader in pharmacy education, scientific discovery, patient care, and community engagement; the School conducts cutting-edge research and engages in a wide variety of professional practice activities to improve the health and well-being of citizens in the state of Maryland and beyond.

Serve as the primary front-desk representative for the Dean’s Office, greeting visitors professionally, responding to inquiries, and directing individuals to appropriate contacts in a service-oriented manner.
Maintain confidentiality when interacting with visitors and handling sensitive information.
Act as a liaison with other departments and outside agencies, which may also include senior leadership. Follow up and resolve all business office issues or concerns and advise management as necessary.
Ensure the outward-facing reception area is clean, organized, and reflects the professional standards of the School.
Responsible for the day-to-day administrative support functions for the Dean's Office.
Provide high-level administrative support to the Dean, including complex calendar management, meeting scheduling, and prioritization of requests.
Arrange and coordinate travel for the Dean and Dean’s Office leadership, including itineraries, reimbursements, and adherence to University travel policies.
Prepare, edit, and format correspondence, agendas, minutes, reports, briefing documents, and presentation materials.
Maintain confidential records and documents in compliance with University policies.
Evaluate effectiveness of office operations, recommend, and assist in implementing changes.
Assist the Special Assistant to the Dean and Associate Deans with administrative tasks, scheduling, communications, document preparation, and project support.
Coordinate purchasing and procurement activities within the Dean’s Suite, including supply management and processing of orders.
Support budget tracking for selected activities and prepare financial or operational documentation as needed.
Lead planning, coordination, and execution of events for the Dean’s Office and support School-wide events, including retreats, receptions, ceremonies, faculty and staff appreciation events, leadership meetings, and other School celebrations or special programs.
Lead coordination and support for all event logistics, including venue reservations, catering coordination, AV support, materials preparation, invitations, communications, RSVPs, and on-site event execution.
Collaborate with the Special Assistant to the Dean, campus offices, facilities, vendors, and internal stakeholders to ensure successful planning and smooth event operations.
Develop detailed event timelines, task lists, and post-event follow-up processes to support seamless delivery.
Serve as a primary point of contact for event-related inquiries and coordination.
Oversee general office operations to ensure efficient workflows within the Dean’s Suite.
Maintain office inventory, manage supply orders, and coordinate maintenance or equipment service needs.
Perform other duties as assigned to support the mission and priorities of the Dean’s Office and the School.

EDUCATION: Bachelor's degree.
EXPERIENCE: Two (2) years of experience in administrative or business operations work.
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.

Experience supporting senior leadership strongly preferred.
Prior experience in higher education or a comparable professional environment preferred.

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of.
This position participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire.
Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 16 paid holidays, 3 personal leave days, 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; and flexible work schedules and teleworking options (if applicable per job).

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