Special Assistant to the Dean

University of Maryland, Baltimore-posted 1 day ago

$139,000 - $155,000/Yr

Full-time • Executive

Baltimore, MD

1,001-5,000 employees

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The University of Maryland, School of Pharmacy (UMSOP) is seeking a Special Assistant to the Dean for the Dean’s Administration. The Special Assistant to the Dean is an executive-level administrative position that reports directly to the Dean. This role provides high-level strategic, analytical, and project management support to advance the School’s mission and priorities. The Special Assistant is responsible for planning, initiating, and implementing special projects; coordinating strategic initiatives; supporting decision-making; and facilitating communication between the Dean and a wide range of internal and external constituents. The position will also serve as a liaison for the Dean’s Office with campus leadership, other UMB schools, central administrative offices, and external partners and organizations. The successful candidate will develop a comprehensive understanding of the School’s academic, research, clinical, and administrative operations and will provide informed guidance on issues spanning the curriculum, research enterprise, pharmacy practice activities, faculty affairs, student services, and community engagement. This position requires a skilled and proactive project manager who is highly effective at establishing positive, collaborative working relationships at all levels of the institution. The Special Assistant must be able to synthesize complex information, anticipate needs, manage competing priorities, and exercise discretion and sound judgment in a fast-paced environment. The University of Maryland School of Pharmacy is one of seven professional schools at the University of Maryland, Baltimore (UMB). Our mission is to make life better by preparing future-ready graduates, driving innovation, advancing discovery science, delivering world-class clinical training, and enriching communities through pharmapreneurship.

Provide direct, high-level support to the Dean on a wide range of administrative, strategic, and operational issues to advance School priorities and accomplish defined objectives.
Conduct research and prepare briefings on healthcare trends, pharmaceutical and outcomes research, pharmacy education, academic affairs, and other emerging topics.
Develop a comprehensive understanding of the School’s academic programs, research enterprise, specialty clinics, and practice initiatives to inform executive decision-making.
Problem-solve and manage issues proactively to support the Dean’s focus on strategic priorities; recommend actions and implement solutions with minimal oversight.
Lead and coordinate legislative planning, including tracking policy issues, supporting advocacy efforts, and preparing materials for internal and external stakeholders.
Develop project timelines and manage complex initiatives, ensuring deliverables remain on track through coordination with faculty, department chairs, administrators, and School leadership.
Coordinate due diligence for new initiatives—including revenue-generating activities, external partnerships, and inter-institutional collaborations—and work with the Senior Associate Dean and campus legal on MOUs and similar agreements.
Coordinate select high-level events with external partners and major internal leadership events, including retreats for department chairs, program directors, and senior staff.
Draft, edit, and prepare high-level written materials on behalf of the Dean, including position papers, talking points, correspondence, surveys, reports, memos, and briefing documents.
Develop speeches, presentations, and slide decks for the Dean, coordinating with School leaders and subject-matter experts as needed.
Attend key meetings with and/or on behalf of the Dean; take accurate minutes, track action items, and ensure timely follow-through and accountability by responsible parties.
Represent the Dean and the School by serving on designated internal and external committees, working groups, and professional organizations.
Serve as a key liaison between the Dean’s Office and campus leadership, other UMB schools, USM offices, accreditation bodies, external organizations, and community partners.
Work collaboratively with academic departments, programs, and centers to enhance relationships and ensure effective communication between units and the Dean’s Office.
Lead communication with external organizations, including professional associations, accrediting bodies, and University leaders.
Support major institutional activities, including participation in strategic planning processes, accreditation efforts (e.g., ACPE and other relevant accrediting bodies), Convocation, faculty and staff retreats, community engagement initiatives, and School-wide or campus-wide events.
Assist with preparation and management of select annual reports and provide support to designated standing committees of the School.
Ensure timely documentation and coordinated follow-up for School-level reviews, reports, and other institutional initiatives.
Coordinate and oversee Interfolio processes for the School, including faculty recruitment, appointment, promotion and tenure, annual reviews, and related documentation workflows.
Supervise a Business Services Specialist and oversee daily operations within the Dean’s Suite, including purchasing, travel arrangements, event coordination, and administrative workflows.
Provide limited administrative support to two Associate Deans within the Dean's Suite, as assigned.
Perform other duties as assigned by the Dean, exercising sound judgment, discretion, professionalism, and a high degree of confidentiality.

Master’s degree in education, business administration, law, english, or a related field.
Five (5) years’ experience working in an administrative role in a comparable field.
Exceptional interpersonal skills, with the ability to build trust, maintain positive relationships, and interact effectively and professionally with faculty, staff, students, senior leadership, external partners, and community stakeholders.
Strong writing and editorial skills, with the ability to synthesize complex information, prepare high-quality documents, and communicate clearly and persuasively on behalf of the Dean.
Advanced analytical and conceptual abilities, including skill in organizing complex projects, developing timelines, anticipating challenges, and presenting multifaceted issues in a clear and actionable manner.
Superior organizational and time-management skills, with the ability to prioritize competing demands, manage multiple complex tasks simultaneously, and meet deadlines with accuracy and attention to detail.
Demonstrated initiative, independence, and sound judgment, with the ability to anticipate needs, troubleshoot problems, and recommend effective solutions with minimal supervision.
Ability to ensure follow-through, including tracking action items, monitoring progress, resolving obstacles, and ensuring timely completion of commitments made by or assigned to the Dean’s Office.
Strong decision-making and problem-solving skills, including the ability to navigate sensitive or high-stakes situations with diplomacy and discretion.
Ability to maintain strict confidentiality, exercise professional judgment, and handle sensitive information with integrity and discretion.
Skill in working collaboratively across diverse teams, fostering cooperation, and cultivating positive relationships with internal and external constituencies.
Demonstrated leadership abilities, including skill in supporting executive decision-making, representing senior leadership, offering informed guidance, and supporting strategic initiatives.
Ability to interact effectively with executive leaders, campus administrators, accrediting bodies, professional organizations, and governmental entities.
Strong communication abilities, including effective verbal communication, presentation skills, and the ability to convey information with clarity, tact, and professionalism.
Event coordination and logistical management skills, including the ability to plan, organize, and execute meetings, retreats, and high-level events.
Knowledge of applicable laws, regulations, requirements, and University policies, and the ability to interpret and apply them appropriately.
Proficiency with technology and administrative systems, including Microsoft Office, project-management tools, and relevant University systems.
Ability to contribute to strategic and systems-level thinking, connecting operational details to broader institutional goals and initiatives.
Demonstrated service orientation, with a cooperative, helpful, and professional approach that reflects the values and expectations of the Dean’s Office.
Instructional, training, and team-building skills, with the ability to strengthen collaboration and support a cohesive working environment.
Ability to demonstrate, understand, apply, and adhere to the UMB Core Values of Respect and Integrity, Well-Being and Sustainability, Equity and Justice, Innovation and Discovery, and Service and Compassion.

Previous academic experience preferred.
Prior supervisory experience 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, 15 paid holidays, 3 personal leave, 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
flexible work schedules and teleworking options (if applicable per job).

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