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Job Details

Executive Coordinator

Category: Administrative
Location: Adelphi, MD
Requisition ID: 10010555

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Executive Coordinator

Office of the Chief Academic Officer

Exempt, Regular, Full-Time, Pay Grade 1.3

Location: Adelphi and Largo, MD

JOB SUMMARY:

University of Maryland Global Campus (UMGC) seeks an Executive Coordinator to support the Senior Vice President and Chief Academic Officer (CAO) and other members of the academic affairs senior leadership team. This full-time position supports the executive office and its interaction with faculty, staff, administrators, the University System of Maryland, and other external constituents. The ideal candidate will execute a wide range of administrative and executive support functions. Candidate must maintain the highest level of confidentiality, discretion, professionalism, and decorum befitting an executive office at all times. Expert-level written and verbal communication skills, strong decision-making ability, and attention to detail are equally important. The Executive Coordinator supports the CAO by managing projects, carrying out complex assignments, and performing additional executive-level tasks requiring an analysis of systems, procedures, organization and management, workflow, and work distribution. The Executive Coordinator is a liaison between the Office of the CAO and other leadership, management, and administrative departments at UMGC, ensuring that teams and systems work efficiently and effectively. Regular travel between local UMGC locations (Adelphi and Largo) is required.

SPECIFIC RESPONSIBILITIES INCLUDE:

Scheduling and Administrative Support:

  • Manage multiple calendars requiring interaction with both internal and external executives and assistants to coordinate a variety of complex executive meetings. Requires ability to learn and manage against shifting priorities, proactively anticipate conflicts and scheduling issues, and closely monitor fluid schedules.
  • Coordinate and arrange meetings/conference calls, including organizing and disseminating the agenda, preparing meeting materials, developing presentations, and managing any follow-up action as requested.
  • Oversee and manage CAO travel requests, itineraries, reimbursements, purchase orders and operational expenses to ensure effective and efficient operations for the CAO and CAO office.
  • Assist the CAO and members of the senior academic leadership team with clerical and administrative work as necessary.
  • At the request of the CAO, assist consultants and special guests with calendars, travel, and projects as needed.
  • Anticipate SVP’s course of action when unavailable and facilitate problem resolution.
  • Establish and maintain collaborative and collegial relationships with peer colleagues supporting other executive-level leadership of the university to support executive collaboration and responsiveness to institutional priorities and needs.

Event and Project Management:

  • Attend academic affairs leadership team meetings, and others as requested, to track and prioritize issues, keep and disseminate minutes. Coordinate CAO-team communication deliverables and work with appropriate team member(s) to implement and maintain technology-enabled tools and process for efficient and transparent communication and reporting on progress.
  • Identify and collaborate with appropriate staff and departments in preparing special projects (e.g. planning and executing AA All-Staff meetings; regularly collecting and disseminating AA leadership priorities and progress against goals and projects). Organize and follow through on work projects, tracking and adhering to deadlines and agreed-upon communications processes and protocols.
  • Perform daily general office functions such as answering phones, taking messages, responding to emails, writing letters, attending meetings, taking notes, and sending out assigned tasks to appropriate staff.
  • Assist the CAO/CAO team with the scheduling of office- and/or AA organization-wide events, meetings, and retreats (e.g. AA All-Staff meetings; hosting USM academic affairs-related meetings; etc.). Collaborate with UMGC Events and IT services as necessary to ensure comprehensive logistics coverage (e.g. meeting space; food services if appropriate; A/V, remote participation, and on-site technical assistance; etc.).

Writing and Communication:

  • Read and analyze incoming correspondence, submissions, and reports to determine their significance and plan their distribution.
  • Draft reports, memos, letters, presentations, and other documents, using word processing, spreadsheet, database, and/or presentation software.
  • Coordinate and facilitate regular meetings of the Executive Assistants for all of the CAO’s direct reports to establish and maintain a supportive and collaborative community, exchange and foster best practices, ensure norming and consistency with respect to calendar management for shared calendars (such as the AAL shared calendar) and scheduling protocols (e.g. details to be captured in calendars, meeting confirmations and reminders, mutually understood prioritization when conflicts arise, etc.), and support communication among the CAO’s leadership team.

Perform other job-related duties as assigned.

REQUIRED EDUCATION AND EXPERIENCE: 

  • Bachelor's Degree from an accredited institution of higher learning.
  • Five (5) plus years’ experience supporting professionals at the executive level.

PREFERRED QUALIFICATIONS: 

  • Impeccable organizational and time management skills.
  • Superior attention to detail.
  • Exemplary written and oral communication skills.
  • Ability to effectively communicate with leadership and their staff, including diverse groups of people.
  • Highly skilled in the use of MS Office application software including word processing, spreadsheet, presentation, and other applications as needed.
  • Ability to exercise sound judgment and possess ability to make independent decisions following general instructions.
  • Able to work in a fast-paced environment with changing and competing priorities.
  • Excellent people skills and the ability to handle situations with tact, discretion, courtesy, and respect for the individual.
  • Must be well organized and efficient in the performance of duties and able to meet deadlines.
  • Able to maintain confidentiality of sensitive information and documents.
  • Exhibits creativity and flexibility in problem-solving and process improvement.

POSITION AVAILABLE IMMEDIATELY & WILL REMAIN OPEN UNTIL FILLED

SALARY COMMENSURATE WITH EXPERIENCE

All submissions should include a cover letter and résumé. UMGC offers competitive compensation and comprehensive benefits for qualifying positions, such as tuition remission, generous leave and healthcare.  For detailed benefits information, please visit: https://careers.umuc.edu/benefits.html.

The University of Maryland Global Campus (UMGC) is an equal opportunity employer and complies with all applicable federal and state laws regarding nondiscrimination. UMGC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, ancestry, political affiliation or veteran status in employment, educational programs and activities, and admissions.

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