Program Manager, Executive Operations & Faculty Actions (contractual)

About the role

The Program Manager provides high-level program management and executive operational support to the Office of the Chair, focusing on coordinating faculty appointment, promotion, and tenure (APT) actions and other faculty administrative processes.

Responsibilities

• Manage the administrative lifecycle of faculty appointment, promotion, tenure, and related academic actions for the department.
• Review faculty action materials for completeness, accuracy, and compliance with School of Medicine requirements; identify missing or inconsistent documentation and coordinate resolution with faculty and appropriate administrative offices.
• Care for external reviewer processes, including relationship documentation, reviewer classification, formal requests, distribution of candidate materials, tracking of responses, follow-up correspondence, and maintenance of confidential reviewer records.
• Draft and prepare appointment, promotion, tenure, and other faculty action correspondence for review by the Program Director, Chair, and other appropriate leadership.
• Coordinate departmental APT committee activities, including meeting scheduling, preparation and distribution of confidential materials, documentation of required actions, and follow-up.
• Manage day-to-day executive operations for the Office of the Chair, ensuring timely follow-through on administrative priorities, requests, deadlines, and commitments.
• Care for complex scheduling and meeting logistics for the Chair, including meetings involving faculty, senior leadership, institutional partners, candidates, donors, and external stakeholders.
• Manage travel arrangements and reimbursements for the Chair, including preparation of itineraries, coordination of transportation and lodging, processing of required documentation, and reconciliation of travel expenses in accordance with University policies.
• Care for purchasing and procurement activities for the Office of the Chair, including preparation and submission of purchasing documentation, tracking of transactions, and coordination with departmental and institutional administrative offices.
• Prepare meeting materials, agendas, correspondence, presentations, reports, and supporting documentation for the Chair and Program Director.
• Track action items, deadlines, and follow-up arising from meetings and executive requests; communicate with responsible parties and ensure items are advanced to completion.
• Serve as a primary administrative point of contact for the Office of the Chair, independently responding to routine inquiries and appropriately triaging sensitive, complex, or strategic matters to the Program Director or Chair.
• Maintain confidential executive, faculty, and departmental records and ensure appropriate handling of sensitive information.
• Care for meetings, seminars, faculty activities, and departmental events assigned by the Program Director or Chair, including scheduling, logistics, materials, communications, and follow-up.
• Compile information and prepare routine reports, summaries, presentations, and administrative materials to support departmental planning and decision-making.

Requirements

Four (4) years of program oversight including program planning, budget, and coordination.

Project Management Professional (PMP) Certification preferred.

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.

Three years of progressively responsible experience in program coordination, academic administration, executive operations, faculty affairs, or a related administrative area preferred.

Experience managing multiple priorities and deadlines and working with senior leadership in a professional or academic environment.

Experience in an academic medical center, university, or other complex higher education environment preferred.

Three writing samples strongly encouraged.

Knowledge of position requirements.

Knowledge of all applicable requirements, regulations, and laws.

Effective use of applicable technology/systems.

Effective communication both verbal and written thoughts, ideas, and facts.

Cooperative working with others and independently.

Adherence to the UMB Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Hiring Range: $85,500.00 - $95,000.00; Commensurate with education and experience.

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.

Job Reg or CII Exempt Staff Employee Class Exempt Contingent II Full Time/Part Time Full-Time Shift Day Job Organization School of Medicine - Epidemiology and Public Health Job Posting Aug 26, 2026 Unposting Date Sep 12, 2026, 3:59:00 AM