Specialist, Dean's Office & Academic Administration

University of Maryland•Baltimore, MD

2d•$86,000 - $95,000•Onsite

About The Position

The University of Maryland, Baltimore, School of Nursing is seeking a Specialist to serve in the Dean’s Office & Academic Administration, and Clinical Partnerships & Innovation. This position will provide daily administrative support providing high-level administrative activities and support, such as documentation preparation, dissemination, unit budget, calendar planning, project coordination and oversight for the Office of the Dean and for Clinical Partnerships and Innovation. This position provides strategic executive and operational support for the Dean and Associate Dean for Clinical Partnerships & Innovation through coordination of cross-functional initiatives, academic–practice partnerships, executive communications, project management, and technology-enabled operational processes. The University of Maryland School of Nursing (UMSON) is a nationally recognized leader in nursing education and research, serving more than 2,000 students across undergraduate and graduate programs. As part of the University of Maryland, Baltimore’s professional campus, UMSON offers a collaborative and innovation environment with extensive opportunities for interdisciplinary engagement and professional growth.

Requirements

Bachelor's degree in business administration, public administration, finance, marketing, accounting, human resources, or another related field
Three (3) years of executive administrative business-related experience, preferably in an academic health-related setting
Demonstrated knowledge of position requirements with strong skills in project and workflow management.
Highly proficient in the effective use of applicable technologies, systems, and data analysis to support informed decision-making.
Ability to schedule, coordinate, and support executive-level meetings with attention to detail and discretion.
Excellent verbal and written communication skills with the ability to clearly convey ideas and information.
Creative thinker with knowledge and skill in design.
Proven ability to work both independently and collaboratively with others.
Strong proficiency with project management systems, collaboration tools, presentation development, and AI-enabled productivity tools.
Knowledge of all applicable requirements, regulations, and laws.
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

Experience with Artificial Intelligence (AI) tools and AI powered features within Microsoft Office 365 (Word, Excel, Power-Point, and Outlook).
Proficient in utilizing technology to enhance productivity, data analysis, and workflow efficiency.
Demonstrated proficiency with design and creative tools such as Canva, Adobe, or other related software and digital plants
Supporting executive leadership, coordinating projects, and working with higher education, healthcare, nonprofit, or complex organizational environments.

Responsibilities

Responsible for efficient and effective day-to-day operations and activities by independently analyzing current business operations, identifying customer needs, analyzing data and implementing processes/procedures, and developing process improvement plans with the Dean’s Office and Clinical Partnerships and Innovation.
Exercise independent judgement in bringing information and a variety of complex issues to the attention of the Dean. Define problems and independently conduct research as necessary, formulate solutions and make recommendations for action to the Dean and Associate Dean. Develop responses for Dean and Associate Dean’s signature.
Oversee and manage academic administrative issues for the school, mostly in the faculty areas of appointment, renewal, promotion, and tenure. Manages the collaborative aspects of the Appointment, Promotion, and Tenure (APT) review committee, process, and finalization and accuracy of actions.
Support executive operations and strategic initiatives for the Dean and Associate Dean for Clinical Partnerships & Innovation through project coordination, workflow management, executive communications, and operational follow-through.
Assist in the long-and short-term School strategic planning to meet the Dean and Associate Dean’s office business objectives and ensure that long-and short-term assignments and projects are achieved by developing and monitoring project works plans and objectives.
Adhere, propose, and ensure standards of operation, policies, protocols, tools, and procedures to ensure compliant, effective, and efficient operations of business functions. Implement new systems, policies, procedures, and programs, and ensure compliance. Continuously assess processes and procedures for improvements.
Serve as a resource and independently respond to requests and inquiries from faculty, staff, and students regarding School and University policies and procedures.
Effectively communicate with executives and management within the University, State agencies, and other stakeholders.
Fosters and supports a collaborative relationship with internal and external representatives by building trust and providing assessment, training, and advisement in Dean and Associate Dean office operations. Proactively represents the department through participation in School and Department meetings and special projects.
Assist with budget tracking, purchasing, reimbursements, and operational coordination related to Dean’s Office and Clinical Partnerships & Innovation activities.
Oversee and coordinate small and large, high-level meetings, conferences, retreats, events, and appointments within Dean’s executive office and the Associate Dean. Gather and compile background data, bio reviews, and develop presentations. Uses discretion to develop logistics, scheduling, and agenda items.
Responsible for coordination of the Dean and Associate Dean’s daily and long-range schedule and travel. Independently determines the importance of requested meetings and coordinate calendars to accommodate the needs of the Dean and Associate Dean. Ensures all calendars are accurate, and scheduling is handled with a sense of urgency; maintains appropriate record; keeping systems in conjunction with scheduling. Prepare detailed briefing materials, facts, and data for the Dean and Associate Dean prior to meetings.
Develop executive presentations, reports, dashboards, visual summaries, and communication materials using Microsoft Office, Canva, Adobe, AI-enabled tools, and related digital platforms.
Utilize advanced office technologies and AI-powered tools to support workflow automation, document development, project tracking, executive communications, and operational efficiency.
Coordinate and maintain project plans, timelines, shared digital workspaces, collaborative platforms, and documentation systems to support operational continuity and strategic initiatives.
Performs other related duties as assigned, such as assisting with grant proposal preparation and submission.

Benefits

Retirement program
Over 4 weeks of vacation accrued each year
15 paid holidays
3 personal leave days
Unlimited accrual of sick time
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
Teleworking options (if applicable per job)