Assistant to Institute of Human Virology Director-(170001JF)
The University of Maryland, Baltimore (UMB), Institute of Human Virology (IHV), School of Medicine, Director's Office, is currently seeking a Assistant to Institute of Human Virology Director. Under limited supervision, the Assistant to the Director (Senior Program Specialist) performs administrative work with considerable responsibility including, overseeing and coordinating a variety of professional and administrative services related to the efficient day to day operations of the Institute Director and the Basic Science Division Directors.
UMB offers a generous benefits package that includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University System of Maryland schools.
Manages communications and logistics for IHV special events and meetings including the Board of Advisors Meeting, Scientific Advisory Board Meeting, faculty Retreat, and various IHV events.
Guides others during the planning and preparations of these events, confers with leadership to develop plans to reach future goals and offer recommendations to achieve these goals.
Acts as a member of event management team that plans IHV Annual Meeting, including development and editing of scientific program, Lifetime Achievement Award communications and gifts. Maintain communication with speakers and chairs throughout all stages and updates for social media announcements and website content associated with the meeting activities. Researches and provides ideas for meeting fundraising. Supervises, and trains event management team members.
Production and/or editing of IHV director's scientific articles for publication and provides edits as needed. Manage and maintain communication with journal editors and /or reviewers throughout the publishing process. Manages submission of all award and society nominations for the Director.
Maintains Director's CV and biosketch updates. Manages edits for IHV Newsletter content for IHV website, and grants and other various materials for publication to improve readability. Updates social media as needed and sends materials to medial as requested.
Manages the Director's office admin calendar and monitors leave of office employees. Approves timesheets as ETS approver on behalf of director. Maintains lobby digital directory. Manages IHV visitors parking spaces and parking reimbursements for visitors. Provides general planning and direction in order to develop and facilitate the day-to day activities and events for the basic Science Division and the Director's office.
Develops and maintains databases used to collect and analyze data, track expenditures and maintain and budgets, and monitor and evaluate program operating policies and procedures for Basic Science Division and Director's office and IHV Annual Meeting.
Manages the international travel reservations and itineraries of IHV Director. Recommends additional equipment and resources for the program.
Performs other related duties as assigned.
Education: Bachelor's degree in a related field.
Experience: Three (3) years related administrative experience including one (1) year of supervisory experience.
Equivalent combination of education and experience may be considered.
Knowledge, Skills, and Abilities
Knowledge of best practices in office systems, procedures and principles of supervision.
Skill in continuously seeking to improve the quality of services and processes.
Develops and maintains a positive teamwork approach in coordinating smooth administrative operations.
Demonstrated skill in organization, managing priorities, time management and attention to details.
Skill in exercising initiative with resourcefulness, sound judgment and the ability to solve problems and make decisions.
Skill in all relevant PC applications.
Demonstrated ability to communicate efficiently and effectively orally and in writing with internal and external parties at all levels.
Strong sense of diplomacy and ability to observe confidentiality.
Excellent writing, proof-reading, and speaking skills.
Hiring Range: Commensurate with education and experience
If accommodations are needed for a disability, please contact Staffing & Career Services at 410-706-2606, Monday – Friday, 8:30am – 4:30pm EST. Maryland Relay can be accessed by dialing 711 (in-state) or 1-800-735-2258.
Equal Opportunity/Affirmative Action Employer. Minorities, women, protected veterans, and individuals with disabilities are encouraged to apply.
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, globa...l health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.