Executive Coordinator

Department:

Vice President Administration

Position Overview:

The Executive Coordinator to the Vice President for Administration & Finance and CFO (VPAF/CFO) provides high-level executive and administrative coordination and supports the effective day-to-day operation of the Office of the VPAF/CFO. The position manages the VPAF/CFO’s complex calendar, meetings and events, travel and logistics, office purchasing and supplies, records and workflows, and student employees assigned to the office.

Why Work at UMBC?

UMBC offers competitive compensation.  This role starts at $80,000 and has over 4 weeks of vacation for regular full time roles. Tuition remission is also available.

What is it like to work at UMBC?  Check out Glassdoor or Indeed.

For 16 years in a row UMBC has been recognized as a Great College to Work For! 

Telework:

A hybrid telework schedule may be available.

Responsibilities:

• Manages the VPAF/CFO’s complex calendar, exercising independent judgment and discretion in prioritizing appointments, resolving conflicts, protecting time for critical priorities, and coordinating short- and long-range scheduling.

• Coordinates travel arrangements and itineraries for the VPAF/CFO as needed.

• Works with the Chief of Staff and division leaders to ensure the VPAF/CFO has appropriate background materials and is prepared for key meetings and engagements.

• Plans and coordinates Administration & Finance division meetings, retreats, and events, including scheduling, agendas, and materials preparation.

• Tracks and coordinates event- and meeting-related expenditures within approved budgets, in conjunction with Procurement and Financial Services.

• Coordinates with presenters, facilitators, and participants to confirm agendas, timing, and follow-up items for division meetings and retreats.

• Prepares routine correspondence, agendas, meeting notes, and administrative materials and coordinates document formatting and distribution.

•Manages day-to-day administrative operations of the VPAF/CFO's office, determine supplies, equipment, purchases, invoices, procurement documentation, and other routine office needs.

•Maintains organized electronic and physical records, contact lists, shared files, recurring calendars, and office procedures.

•Screens and routes inquiries and correspondence, determines appropriate follow-up, and ensures time-sensitive matters reach the appropriate person.

Required Minimum Qualifications:

• Associate's Degree

•Six years of progressively responsible administrative support experience, including at least two years providing primary executive-level support to a senior administrator (or an equivalent combination of education and experience).

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 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.

•Demonstrated experience managing a complex executive calendar and coordinating meetings involving senior internal and external stakeholders.

•Experience planning and coordinating meetings, retreats, events, travel, and related logistics.

•Experience with office purchasing, supplies, invoices, vendors, procurement processes, or comparable administrative transactions.

•Exceptional organizational, time-management, customer-service, and problem-solving skills, with the ability to manage multiple priorities and last-minute changes.

•Excellent interpersonal and written communication skills and demonstrated discretion in handling confidential information.

•Strong proficiency in Microsoft Word, Excel, PowerPoint, Outlook/Office 365, and virtual conferencing platforms.

Preferred Qualifications: 

• Bachelor's Degree
• Administrative experience in higher education or a complex public-sector organization.
• Experience supporting a Vice President, CFO, Provost, President, or comparable senior executive.
• Experience supervising or coordinating student employees.
• Experience with UMBC/USM purc