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Special Projects Coordinator
Office of the Vice President, Advancement and External Relations
Vacancy Number 300904
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 09/19/18 Closes: Open Until Filled
Salary: Commensurate with qualifications
Because we expect to hire one of the applicants who was interviewed, we removed this vacancy announcement from our current vacancies website and stopped accepting applications in early November 2018.
Position was open until filled. Applications received by October 3, 2018 received priority consideration.
The Special Projects Coordinator reports directly to the Vice President of Institutional Advancement and manages the general operational flow of the Office of Institutional Advancement for the Vice President and the 20+ department staff members. The Special Projects Coordinator will work primarily with the Vice President of Institutional Advancement in managing and overseeing the Vice President’s daily calendar – scheduling appointments, material preparation, monitoring and resolving scheduling conflicts, coordinating and scheduling group meetings and individual appointments on a daily basis. The Special Projects Coordinator will contact and be in communication with high-level donors, Board members and colleagues on behalf of the President of the University of Baltimore and the Vice President of Institutional Advancement for the purpose of scheduling individual and group meetings. Upon scheduling meetings, the Special Projects Coordinator will arrange and coordinate all travel arrangements i.e., prepare travel itinerary, book transportation and hotel, prepare all necessary materials for meetings and ensure all avenues of travel are encompassed. The Special Projects Coordinator will work directly with the Vice President, the Department(s) of Procurement, Comptroller and the Budget Office in all areas of the department budgetary process, i.e., responsible for tracking and maintaining monthly departmental expenditures, processing and expediting all staff supply and spending requests, processing necessary forms via PeopleSoft while ensuring the department budget is in compliance with the University budgetary regulations. The Special Projects Coordinator will prepare communications, reports, presentation and edit materials prepared by other staff members for the Vice President. The Special Projects Coordinator will serve as the central point person for the Vice President and the department and acts as liaison for visitors, staff, alumni, and the general public. We look forward to receiving your electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your cover letter and resume as one document and attach it in the resume location.
Manage the general operational flow of the Office of Institutional Advancement for the Vice President and the 20+ department staff members.
Manage, maintain and coordinate daily calendar for the Vice President as well as prepare materials pertinent to meetings.
Serve as the central point person for the Vice President and act as liaison for the Vice President with visitors, staff, alumni, etc.
Prepare communications, reports, presentations and edit materials prepared by other staff members for the Vice President.
Track and maintain monthly departmental budget expenditures, processing and expediting all staff supply and spending requests, processing necessary forms via PeopleSoft and maintaining UB budgetary compliance.
Required Education and Experience:
Baccalaureate degree and five progressively responsible years of executive level administrative experience including two years of providing support to a senior executive. Experience working in higher education preferred.
Preferred Experience:
Experience working in higher education.
Required Knowledge, Skills and Abilities
Customer service focus with demonstrated ability to work collaboratively with a diverse constituency and inspire confidence and respect among clients. Excellent writing and editing skills. Excellent interpersonal and professional communications skills. Ability to maintain composure under pressure in managing multiple complex tasks and/or projects simultaneously while addressing the needs of the office. Detailed oriented and well organized. Ability to work effectively independently and as a team member. Commitment to maintaining the security and confidentiality of the department and the constituent data. Experience with Microsoft Outlook programs, Windows, Word, Excel, PowerPoint and Raisers Edge.
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.
- 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.