The University of Maryland School of Dentistry, Department of Advanced Oral Sciences and Therapeutics (AOST) is seeking an Office Manager.  The AOST department is comprised of five divisions including Dental Hygiene, Endodontics, Periodontics, Prosthodontics and Biomaterials, and Tissue Engineering.  Working under limited supervision, this position will conduct and manage the daily business and administrative operations of the department.  This position provides general support to the Senior Program Specialist and the department Chair, and specific support to the AOST faculty.    

The School of Dentistry is one of seven professional schools at the University of Maryland, Baltimore (UMB), an urban health, law, and human services campus. The school is committed to advancing oral health and improving lives by achieving preeminence through excellence and innovation in education, patient care, research, public service, and global engagement.

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. Exempt regular staff receives a generous leave package that includes over 4 weeks of vacation accrued each year, paid holidays, unlimited accrual of sick time, comprehensive health insurance and retirement options; 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).

This position may have telework as an option. Employees of UMB must be residents of Maryland, the District of Columbia, or one of the states that are contiguous to Maryland: Delaware, Pennsylvania, Virginia, and West Virginia.

Essential Functions: 

• Maintains a department Corporate Purchasing Card (CPC), reconciling the monthly statements; creates requisitions in Quantum for items $5,000 or more and processes payment requests via Quantum. Creates invoices for State and General Working fund payments, including but not limited to study participants’ payments and e-gift cards; creates disbursement requests for the UMB Foundation.
• Manage and conduct Travel Administrator duties making travel arrangements, processing travel requests and travel reimbursements for AOST faculty, staff, students/residents, and guests including completing registrations for multiple events/meetings. Interacts with internal and external customers of the university. Handles sensitive and confidential information with tact and discretion.
• Work closely with the department Chair, tracking data for use in the formulation of the department’s annual budget; provide reports of expenditures as requested.
• Supervise day-to-day activities of the department Administrative Assistant II, ensuring work schedule and responsibilities are being met, providing oversight and training on P-card use, and travel administrator responsibilities.
• Manage office supplies and equipment, i.e., purchasing and inventory.
• Prepare and process international J-1 (DS-2019) and H-1B visa requests for visiting international scientists, scholars, faculty, and Postdoctoral fellows.   Conducts payroll and human resource transactions managing and attending to confidential matters of employment and records management processes for the administrative unit. Tasks include processing new hire paperwork for faculty, Postdoctoral fellows, and research staff members, writing appointment request letters from the Chair to the Dean and the APT committee, requesting background checks, preparing payroll employee action forms, supplemental payment requests, and employment contracts. May also serves as a secondary supervisor for Federal Work Study residents.
• Acts as liaison to the School of Dentistry Dean’s office, IT, Finance, Human Resources, and Payroll offices. As well as UMB’s General working fund, and Strategic Sourcing and Acquisition offices;
• Investigate and resolve all business office issues or concerns and advise management as necessary;
• Develop and maintain electronic storage of current and past department records.
• Manage department leave requests and keeps calendar up to date, work with campus IT to modify DocuSign process as needed.
• Implement the department’s Dean’s Faculty process by policies and procedures as outlined by the office of Continuing Education;
• Perform other related duties as assigned.

Education:         A bachelor’s degree in a discipline appropriate to the position required. 

Experience:       Two (2) years of related administrative experience in which program coordination is the primary responsibility preferably in higher education.  Research administrative experience is supportive of the application.  Except for qualifications established by law, additional related experience, and formal education in which one has gained the knowledge, skills, and abilities required for the 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 college credits being equivalent to one year of experience.

Other:                  Consideration may be given to a unique combination of education and experience.

Knowledge, Skills, and Abilities:

• Must be detail oriented.
• Excellent customer service and interpersonal skills are required to interact with various on-campus and off-campus populations (students, faculty, administrators), dedicated to providing consistent, high-quality service to meet operational needs.
• Ability to effectively communicate both verbal (in-person and telephone) and written thoughts, ideas, and facts.  Writes and presents information concisely.  Interprets and understands written information and can listen attentively to verbal and non-verbal cues that lead to a deeper understanding.
• Assumes personal responsibility for all outcomes; makes effective and timely decisions; and utilizes technology to complete assignments and reports.  Maintains productivity and uses knowledge strategies to increase knowledge base.
• Ability to work cooperatively with others and always demonstrate professional, ethical, respectful, and courteous behavior.  Capable of interacting pleasantly and positively with co-workers to meet customer (student and faculty) expectations. 
• A high degree of self-motivation and ability to manage multiple activities, and deadlines, and maintain optimum productivity coupled with the ability to analyze programs and services to develop recommendations for improvements or enhancements at the micro and macro levels.
• Demonstrated sensitivity and discretion in handling matters affecting students, faculty, advisors, administrators, and community members. Ability to maintain the confidentiality of subjects and information obtained and be able to perform duties of the position in compliance with all requirements, regulations, and laws.

Based on the status of this position, selected candidates are not eligible to participate in the Bargaining unit (Union).

Hiring Range: $60,000 - $72,000

UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Staffing department at HRJobs@umaryland.edu .

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 HRDiversity@umaryland.edu . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.