Program Administrative Specialist, Advancement Services (VPUR)

University of Maryland•College Park, MD

2d•$51,069 - $61,283•Onsite

About The Position

Under the direction of the Special Assistant to the Assistant Vice President of Advancement Services and Donor Relations Coordinator, the Program Administrative Specialist for Advancement Services will be responsible for high-level administrative and data management tasks, procurement, travel bookings and reconciliation, financial data reporting, and event preparation. This position will provide support to a broad range of initiatives, including teams and projects related to the successful operation of Advancement Services within the Division of University Relations. The Advancement Services vertical includes the following units: Donor Relations, Stewardship, Prospect Management and Research, Gift Acceptance and Business Intelligence. The Program Administrative Specialist will play a key role in supporting the successful operation and priorities of Advancement Services by working closely with internal stakeholders and the senior team. This includes overseeing the effective and efficient administration of complex budget and financial-related tasks in compliance with State and UMCPF policies; proactively communicating with external and internal vendors and partnering units; and independently ensuring supporting documentation is complete and accurate, processing and reconciling payments, maintaining electronic filing and archiving systems according to best practices to ensure accuracy, accessibility, and compliance, reviewing and reconciling monthly reports with careful attention to detail, and providing prompt weekly updates to relevant stakeholders. The specialist will also oversee the preparation, electronic filing, and updating of monthly budget reports, unit expenses, and related administrative tasks. They will proactively prepare and execute meeting materials, including agendas and real-time documentation of key topics and action items, and efficiently manage scheduling for a variety of team initiatives, such as retreats, seminars, and other meetings, demonstrating strong organizational and planning expertise. In addition, they will assist with event planning and support, including data reporting, exporting and analyzing information, preparing event surveys, and scheduling post-event debrief meetings. The specialist will take ownership of assigned and emerging projects, ensuring tasks are completed thoroughly and deadlines are met, all in support of the operational and strategic goals of the division. This position involves taking initiative and working with a high degree of independence and ownership. Enthusiasm for administrative work and an appreciation of its critical role are central to this position. Strong problem-solving, data management, and organizational skills are helpful, along with the ability to communicate promptly and professionally in writing, exercise sound judgment, understand organizational structure and stakeholder relationships, and maintain attention to detail, accuracy, and confidentiality when handling sensitive information. A proactive approach to relationship-building and the ability to navigate a complex advancement environment with professionalism and resourcefulness are highly valued. This position will primarily be in-person, with limited travel within the Greater College Park area as needed.

Requirements

Bachelor's Degree
Four years experience in administrative staff work
Working knowledge of reference and research methods and techniques used in collecting, compiling, and organizing data and information
Working knowledge of analytical and statistical principles and techniques
Skill in the use of office automation software and its applications
Ability to establish and maintain effective working relationships
Ability to handle sensitive materials with discretion and tact
Ability to present ideas and information clearly and concisely, both orally and in writing
Ability to perform mathematical computations
Ability to present statistical material in chart and graph form
Ability to independently handle multiple tasks and set priorities

Nice To Haves

Experience working with senior teams in complex operations
Experience working collaboratively with others
Proven ability to take initiative as a self-motivated, proactive professional who identifies needs and aims to advance tasks and/or projects to successful completion.
Experience overseeing multiple tasks or projects simultaneously, prioritizing tasks effectively, and taking ownership of assigned and emerging initiatives
Experience providing back-office support in complex financial and budget processes
Strong time management and organizational skills, with the ability to plan, prioritize, and track tasks and projects using online calendar, or other productivity systems to ensure deadlines are met

Responsibilities

High-level administrative and data management tasks
Procurement
Travel bookings and reconciliation
Financial data reporting
Event preparation
Overseeing the effective and efficient administration of complex budget and financial-related tasks in compliance with State and UMCPF policies
Proactively communicating with external and internal vendors and partnering units
Independently ensuring supporting documentation is complete and accurate, processing and reconciling payments, maintaining electronic filing and archiving systems according to best practices to ensure accuracy, accessibility, and compliance
Reviewing and reconciling monthly reports with careful attention to detail
Providing prompt weekly updates to relevant stakeholders
Overseeing the preparation, electronic filing, and updating of monthly budget reports, unit expenses, and related administrative tasks
Proactively prepare and execute meeting materials, including agendas and real-time documentation of key topics and action items
Efficiently manage scheduling for a variety of team initiatives, such as retreats, seminars, and other meetings, demonstrating strong organizational and planning expertise
Assist with event planning and support, including data reporting, exporting and analyzing information, preparing event surveys, and scheduling post-event debrief meetings
Take ownership of assigned and emerging projects, ensuring tasks are completed thoroughly and deadlines are met, all in support of the operational and strategic goals of the division