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Program Administrative Specialist

Center for Families, Children and the Courts (CFCC)

Vacancy Number 300800

Position Type: Regular, full-time non-exempt position with full, competitive benefits package
Opens: 11/28/17     Closes: 12/08/17

Salary: $44,200- $46,800

We look forward to receiving your required electronic application with a cover letter and resume attached and to learning about your interest in and qualifications for our Program Administrative Specialist.  Our new colleague will:

Manage the daily administrative, business, reception, and financial operations of the Sayra and Neil Meyerhoff Center for Families, Children and the Courts (CFCC), a research, service, and teaching unit within the University of Baltimore School of Law, and monitor and oversee the maintenance/operation of CFCC’s space within the Angelos Law Center.  

Manage CFCC’s grant finances: Prepare quarterly and annual budget reports for multiple federal, state, and private funders.  Work with the School of Law Assistant Dean for Finance and Administration, the Director of Sponsored Research, and the UB Foundation Chief Financial Officer to ensure that all budget requirements are addressed.  Advise CFCC Director of budget requirements and issues, including interpretation of data and program needs.  Prepare invoices for fixed-price contracts.  

Monitor all CFCC departmental and grant encumbrances and expenditures: Determine and, when appropriate, provide authorization for all CFCC expenditures.  Develop record-keeping systems and maintain accurate accounting records for CFCC’s encumbrances and expenditures.  Maintain an individual budget tracking system to facilitate all funded CFCC projects and provide an accounting of all projects’ expenses and balances.  Prepare all interdepartmental billings; prepare purchase requisitions; monitor approval and receipt of shipments; authorize and prepare payment of invoices, special check requests, and expense account reimbursements; and manage use of the State Procurement Purchasing card.  

Manage contracts, timesheets, and payroll for all of CFCC’s consultants: Coordinate CFCC’s contingent contracts with Human Resources, Sponsored Research, and the Comptroller.  

Oversee CFCC’s Administration: Assist CFCC Director in the creation, implementation, and revision of office policies regarding the operation of CFCC.  Arrange all travel for CFCC Director and Senior Fellow, prepare T number requests, and complete reimbursement forms.  Assist CFCC Senior Fellow in the administration of funded initiatives.  

Act as the primary contact between CFCC and University departments, including, among others, the Provost’s Office, the UB Foundation, the School of Law administrative staff, Human Resources, Purchasing, Accounts Payable, Auxiliary Services, Technology Services, and Public Safety.  

Coordinate CFCC trainings, workshops, and symposia in partnership with local, state, and national organizations.  Responsibilities include room reservations, preparing correspondence, tracking RSVPs, preparing name tags, coordinating parking arrangements, organizing materials, overseeing the registration table, and coordinating with vendors.   Govern the administrative operation of the CFCC Student Fellows Program, an academic course for law students, and provide clerical and administrative support for CFCC Director’s academic responsibilities within the School of Law, including law school class work, scholarship, faculty committee responsibilities, and presentations.

Assists with CFCC’s website, social media, and digital outreach, including updating and maintaining CFCC’s website, writing for the web, working with university tech and marketing personnel, updating CFCC’s Facebook, maintaining Professor Babb’s faculty and TWEN pages, assisting with the production of e-newsletters, and assisting with CFCC’s blog.  Assists with the website of the Post-J.D. Certificate in Family Law, including updating the website.

Required Education and Experience: Baccalaureate degree in Business, Accounting, Finance or other related field contributing to performance success.  At least 4 years of progressively responsible experience in administrative support and/or bookkeeping.  Experience with complex budgets and grant reporting requirements is essential.  Working knowledge of spreadsheet, presentation, and word processing software programs. Experience managing financial transactions. Record-keeping and filing experience.

Preferred Education and Experience: Experience in an academic environment.  Web/social media skills.  Experience with PeopleSoft, content management systems.  Experience with event coordination.  Experience in a law environment.  Experience with grants.

Additional requirements:  Strong attention to detail.  Ability to plan and organize effectively.  Ability to interact with students, faculty, staff and administrators.  Ability to multi-task and work cooperatively with others.  Strong written and oral communication skills.  Ability to problem solve.  Ability to work independently and in potentially stressful situations.  Ability to work with confidential information.  Ability to follow instructions, work with minimal supervision, and manage and complete multiple tasks.  Ability to navigate the University’s operational systems.  Working knowledge of spreadsheet, presentation, and word processing software programs.  Ability to manage complex budgets and grant reporting requirements.

The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.

We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy.  Information follows about submitting the electronic application and attaching your cover letter and resume. 

Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies

The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.

Please read and print the information below before you apply, and refer to it as you enter your application.

NAVIGATION

A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD

Before you apply:

 Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.

When you apply:

•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.

B - ENTER DATA ON THE FOLLOWING PAGES:

Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT

above and below the required data for the four categories shown above.

Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.

1. Current and Prior Employment/Work Experience:

•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”

2. Education/Education History and References:

•Use the dropdown to enter your highest education level.  Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”

3. How did you find out about us/how did you find out about the job?

•After you enter this information, click “Save,” then click “Next.”

4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.

C – SUBMIT ONLINE APPLICATION

To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:

My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.

Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact ubhrcareers@ubalt.edu for assistance.

TO APPLY:

External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.

Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

http://www.ubalt.edu/hr

  • Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
  • To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
  • Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.

UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.

The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.

Last Published 10/2/15