Administrative Specialist

Join the Department of Pathology at the University of Maryland School of Medicine, where we deliver the highest quality diagnostic care, partner with providers to optimize test utilization, educate future physicians and scientists, and advance medical knowledge. Our commitment to diversity, equity, inclusion, and justice drives better outcomes for patients, faculty, staff, trainees, and the scientific community.

About the role

This position manages and coordinates planning and direction to support strategic business initiatives for a specific function or operation. Responsibilities include financial review, forecasting, reporting, payroll processing, and human resource functions. The role ensures adherence to accounting and HR policies, implements programs, and may supervise support staff. It requires independent judgment, discretion, and analytical thinking to resolve issues and contribute to goal development while ensuring legal and policy compliance.

Responsibilities

• 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 adhering to rules and regulations.
• Maintain the unit’s budget and ensure compliant, effective, and efficient operations by implementing campus policies and programs.
• Assist in long- and short-term planning to meet business objectives and ensure project completion.
• Oversee daily financial operations, procurement, and human resources, including payroll processing, HR transactions, purchase orders, and financial budgeting, forecasting, and reporting.
• Identify and assist in developing future business process changes to improve administrative efficiency and ensure effective resource use; may supervise support staff.
• Perform line-by-line budget and financial trend analyses to assess fund allocation, identify deficits, and develop proposals to meet unit goals.
• Prepare and assemble statistical data and reports for budgetary evaluation, maintaining accurate financial records and creating monthly, quarterly, and annual reports.
• Facilitate payroll activities, including analyzing commitment accounting data, tracking payroll adjustments, ensuring timely submission and approval, and auditing for accuracy.
• Administer purchasing and travel management, including procurement card purchases, purchase requisitions, travel reimbursements, and travel journal entries.
• Manage confidential employment, credentialing, payroll, and records management processes; apply HR regulations and policies to resolve issues.
• Collaborate with Human Resource Services to implement and communicate campus HR policies, monitor compliance, and analyze personnel trends.
• Provide guidance, training, and mentoring to less experienced personnel in day-to-day operations.
• Perform accounts receivable and payable activities in accordance with Generally Acceptable Accounting Principles (GAAP) to ensure budget balance and investigate variances.
• Serve as a liaison between the unit and Financial Services, Human Resources, and Strategic Sourcing and Acquisition Services; partner on campus-wide initiatives.
• Respond to inquiries with accurate, policy-supported information and escalate when necessary.
• Perform other duties as assigned.

Requirements

• Bachelor’s degree in business administration, public administration, finance, accounting, human resources, or a related field.
• Three (3) years of related experience in human resources and business, budget, or financial operations.
• Additional related experience and formal education may substitute for the education or experience requirement on a year-for-year basis (30 undergraduate college credits = 1 year of experience).

Skills

• Knowledge of position requirements, regulations, and laws.
• Proficiency in applicable technology and systems.
• Strong verbal and written communication skills.
• Ability to work cooperatively and independently.
• Commitment to UMB’s core values: Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Benefits

• Comprehensive benefits package prioritizing wellness, work/life balance, and professional development.
• Retirement program (selection required upon hire).
• Generous paid leave: over 4 weeks of vacation accrued annually, 15 paid holidays, 3 personal leave days, and unlimited sick time.
• Comprehensive health insurance.
• Professional learning and development programs.
• Tuition remission for employees and dependents at any University System of Maryland school.
• Flexible work schedules and teleworking options (if applicable).

Pay

$69,500–$82,000, commensurate with education and experience.