The Office Manager, reporting to the Assistant Dean, is responsible for the day-to-day tactical administrative functions for the Department of Finance and Administration in the Dean's Office at the School of Dentistry at the University of Maryland, Baltimore (UMB). The Office Manager acts independently to resolve administrative problems and attends to a variety of non-routine situations by determining the approach or action to take and formulating/interpreting guidelines, procedures, policies, and practices. The incumbent coordinates activities, acts as liaison to senior management across campus, independently identifies issues or problems within specific management areas, prioritizes tasks, and works independently with a high degree of confidentiality, tact, and discretion.
UMB offers a comprehensive and competitive benefits package to eligible employees. This position receives an annual leave package starting with 22 accrued vacation days, 14 floating and observed holidays, 15 sick days, and 3 personal days; comprehensive health insurance and retirement options; professional learning and development opportunities; flexible schedules and teleworking options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
Act as point person for all staff, faculty, and students who support the Department and serves as primary liaison to the general public. Independently responds to requests and inquiries from faculty and staff regarding School and University policies and procedures.
Coordinate workflow, communications, training, processes, and procedures for all work done in direct support of the Department. Gathers and analyzes data to define office problems, independently conduct research, formulate solutions, and make decisions to resolve office inefficiencies and increase effectiveness.
Utilizes various survey applications (e.g., SurveyMonkey, Doodle, RedCap) to obtain and analyze data. Develop policies and procedures, training materials, and job aids to support and assist in workplace learning.
Utilizes Microsoft Office 365 and Adobe Acrobat Professional in support of Department activities.
Participate in internal/external meetings or committees to ensure that projects and issues are being handled in a timely manner.
Proactively make decisions regarding administrative activities of the Office so that staff, equipment, supplies, and other resources are used effectively and economically. This may include assigning and delegating office tasks; managing equipment procurement; overseeing office space planning and moves; establishing and monitoring equipment leases; choosing vendors for catering requests; researching information technology requests, purchases, and maintenance; and ensuring staff is trained in new office technology and procedures/policies.
Design filing systems and provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records. Inclusive of department network, Sharepoint and any other file sharing programs utilized by the Office.
Manage and coordinate correspondence and report content development on behalf of senior management and Office. Deliver reports and presentations and interprets data regarding the working of the office to the management. Coordinates production of instruction manuals and field education resource materials.
Utilize critical thinking and problem-solving to generate creative or alternative solutions to problems or inefficiencies.
May have supervisory responsibility over staff members to include ensures proper staff career development opportunities, evaluates performance on an annual basis, prepares and recommends merit reviews, and takes disciplinary action as required.