Specialist, Dean's Office & Academic Administration
Job Description
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.
Benefits: Exempt Regular
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 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; and flexible work schedules and teleworking options (if applicable per job).
UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.
Primary Duties and Responsibilities (Essential Functions):
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.
Education: Bachelor's degree in business administration, public administration, finance, marketing, accounting, human resources, or another related field
Experience: Three (3) years of executive administrative business-related experience, preferably in an academic health-related setting
Preferred Experience: 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
Preferred experience, supporting executive leadership, coordinating projects, and working with higher education, healthcare, nonprofit, or complex organizational environments.
Other: 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, Skills, and Abilities:
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.
Salary Range: $86,000 - $95,000, Commensurate with education and experience.
UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification.
If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact [email protected] . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.
The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information