Program Manager, Executive Operations & Faculty Actions (contractual)

University of Maryland • Baltimore, MD

20d • $85,500 - $95,000 • Hybrid

About The Position

This is an exciting and challenging opportunity for a seasoned professional to provide high-level program management and executive operational support to the Office of the Chair. The primary responsibility is coordinating faculty appointment, promotion, and tenure (APT) actions and other faculty administrative processes. The Program Manager works closely with the Program Director to implement departmental priorities, manage executive operations, and ensure the timely and accurate completion of sensitive, complex, and high-visibility activities. The position serves as a key administrative liaison among the Chair, Program Director, Department Administrator, faculty, School of Medicine offices, and internal and external stakeholders. Responsibilities include managing faculty actions and associated documentation; coordinating the Chair’s travel, purchasing, scheduling, and routine correspondence; preparing and drafting executive-level correspondence, promotion and appointment letters, and other official materials; and supporting departmental meetings, events, projects, and administrative initiatives. The individual selected will be expected to work in a fast-paced, highly productive academic research environment. They must be a self-starter, resourceful and able to anticipate “next steps”. The position exercises independent judgment in managing assigned processes, interpreting and applying established policies and procedures, handling confidential faculty and personnel information, identifying deadlines and required actions, and resolving routine operational issues. Matters requiring policy interpretation, strategic decision-making, or senior-level intervention are escalated to the Program Director or Chair as appropriate. The highest level of confidentiality and professionalism is expected. This position is eligible for up to two days/week for telework.

Requirements

• Bachelor's degree.
• Four (4) years of program oversight including program planning, budget, and coordination.
• 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.

Nice To Haves

• Bachelor’s degree in business administration, public administration, higher education, human resources, or a related field preferred.
• Project Management Professional (PMP) Certification preferred.
• Master's level credentials.
• Three years of progressively responsible experience in program coordination, academic administration, executive operations, faculty affairs, or a related administrative area preferred.
• Experience managing multiple priorities and deadlines and working with senior leadership in a professional or academic environment.
• Experience in an academic medical center, university, or other complex higher education environment preferred.
• Three writing samples strongly encouraged.

Responsibilities

• Manage the administrative lifecycle of faculty appointment, promotion, tenure, and related academic actions for the department in coordination with the Program Director, faculty leadership, and School of Medicine Office of Academic Administration.
• Review faculty action materials for completeness, accuracy, and compliance with School of Medicine requirements; identify missing or inconsistent documentation and coordinate resolution with faculty and appropriate administrative offices.
• Coordinate external reviewer processes, including relationship documentation, reviewer classification, formal requests, distribution of candidate materials, tracking of responses, follow-up correspondence, and maintenance of confidential reviewer records.
• Draft and prepare appointment, promotion, tenure, and other faculty action correspondence for review by the Program Director, Chair, and other appropriate leadership.
• Coordinate departmental APT committee activities, including meeting scheduling, preparation and distribution of confidential materials, documentation of required actions, and follow-up.
• Manage day-to-day executive operations for the Office of the Chair in coordination with the Program Director, ensuring timely follow-through on administrative priorities, requests, deadlines, and commitments.
• Coordinate complex scheduling and meeting logistics for the Chair, including meetings involving faculty, senior leadership, institutional partners, candidates, donors, and external stakeholders.
• Manage travel arrangements and reimbursements for the Chair, including preparation of itineraries, coordination of transportation and lodging, processing of required documentation, and reconciliation of travel expenses in accordance with University policies.
• Coordinate purchasing and procurement activities for the Office of the Chair, including preparation and submission of purchasing documentation, tracking of transactions, and coordination with departmental and institutional administrative offices.
• Manage routine correspondence on behalf of the Office of the Chair and draft, edit, and prepare higher-level correspondence for review and signature, including letters of appointment, promotion, recommendation, recognition, support, and other official communications.
• Prepare meeting materials, agendas, correspondence, presentations, reports, and supporting documentation for the Chair and Program Director.
• Track action items, deadlines, and follow-up arising from meetings and executive requests; communicate with responsible parties and ensure items are advanced to completion.
• Serve as a primary administrative point of contact for the Office of the Chair, independently responding to routine inquiries and appropriately triaging sensitive, complex, or strategic matters to the Program Director or Chair.
• Maintain confidential executive, faculty, and departmental records and ensure appropriate handling of sensitive information.
• Coordinate meetings, seminars, faculty activities, and departmental events assigned by the Program Director or Chair, including scheduling, logistics, materials, communications, and follow-up.
• Compile information and prepare routine reports, summaries, presentations, and administrative materials to support departmental planning and decision-making.
• Perform other related duties and special projects as assigned.

Benefits

• Generous leave package that includes over 2 weeks of vacation each year, paid holidays, sick time, and time for community service
• Subsidized comprehensive health insurance and supplemental retirement options
• Professional learning and development programs
• Limited tuition remission for employees enrolled at UMB
• Life insurance and long-term disability
• Flexible work schedules and teleworking options

What This Job Offers

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