Administrative Specialist

4 weeks ago

Baltimore, United States University of Maryland, Baltimore Full time

**The University of Maryland, Baltimore (UMB), School of Medicine, Division of General Internal Medicine** is currently recruiting for an **Administrative Specialist**.

**Benefits**:
UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development. 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).

**Primary Duties**:

- Administer financial (FIN), procurement (SSA), and human resource (HR) functions for an administrative office or department formulating unit plans, policies, and procedures, setting goals and objectives, adhering to rules and regulations. Maintains unit's budget.
- Adhere, propose, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations. Implements campus policies, procedures, and programs, and ensures compliance.
- Assist in the long
- and short-term planning to meet business objectives and ensures long
- and short-term assignments and projects are achieved.
- Administer the daily financial operations, procurement, and human resources of the unit, including payroll processing, human resource transactions, purchase orders, and financial budgeting, forecasting, and reporting.
- Identify and assist in the development of future business process changes to administrative unit. Ensure effective use of resources within department and may supervise support staff.
- Perform line by line budget and financial trend analyses of departmental budgets. Determine if allocation of funds meet needs of unit or identify deficits and develop proposal to meet the unit's goals.
- Prepare and assembles statistical data and reports for use in budgetary evaluation, maintaining downloaded data to coordinate necessary computer files. Creates monthly, quarterly, and annual reports and ensures financial information has been recorded accurately.
- Prepare unit's budget and performs micro trend analyses and financial forecasts.
- Facilitate payroll (staff and/or faculty) activities such as analyzing commitment accounting data and effort logs, tracking payroll adjustments and cost sharing commitments, ensuring timely submission and approval, and tracking timesheets for compliance. Ensure department payroll reconciliation is accurate by performing audits and analysis. (FIN-PR)
- Administer purchasing and travel management for administrative unit's department, including procurement card purchases, initiating purchase requisitions, and processing travel reimbursements. Determines client needs from analysis and designs procurement methodology, researches markets and assists in contracts and negotiations. Prepares travel journal entries and reviews travel expenditures. (SSA/FIN)
- Provide guidance, training, and mentoring to less experience personnel in day-to-day business operations. Acquire and distribute new expertise and methods. Recognized as an expert in a functional unit and advises others.
- Perform accounts receivable and payable activities in accordance to Generally Acceptable Accounting Principles (GAAP) ensuring unit budget is balances. Identify variances and trends and investigate. (FIN)
- Serve as a liaison between unit and Financial Services (Payroll & Budget), Human Resources, and Strategic Sourcing and Acquisition Services and partners with them on campus-wide initiatives.
- Respond to inquiries with accurate and policy supported information. Contact appropriate resources when unable to find factual support for answers.
- Perform other duties as assigned.

**Qualifications**

**Education**: Bachelor's degree in business administration, public administration, finance, accounting, human resources, or other related field.

**Experience**: Three (3) years of related experience in human resources and business, budget, or financial operations.

**Supervisory Experience**: N/A

**Certification/Licensure**: N/A

**Other**:Related experience may be substituted for minimum education.

**Knowledge, Skills, Abilities**:
Knowledge of position requirements. Knowledge of all applicable requirements, regulations, and laws. Skill in effective use of applicable technology/systems. Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Ability to work cooperatively with others and independently. 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.

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