Would you like to play an important role in supporting health information outreach, education and funding to libraries, community based and health focused organizations? If so, please consider applying to join the NNLM Region 1 team as an Office Manager!

The Network of the National Library of Medicine, Regional Medical Library (NNLM, Region 1), housed at The University of Maryland, Baltimore's Health Sciences & Human Services Library (HSHSL), provides funding, health information outreach and education for the following states in alignment with the National Library of Medicine (NLM) strategic plan: DC, DE, KY, MD, NC, NJ, PA, VA, and WV.

The Office Manager performs a wide range of administrative and financial functions related to the operations of the NNLM Region 1 and NWSO Offices, which includes duties related to procurement, travel and conference support, membership management, inventory management, and records management.

This is a full-time grant funded staff position. This position assists the Region 1 and NWSO staff, and reports to the Region 1 Executive Director. This position may be required to travel to regional and national locations for conferences and meetings to support and promote Region 1/NNLM as needed. This position is funded through a 5-year cooperative agreement from the National Library of Medicine. The successful candidate will join a well-established team in Year 4 of the current agreement. HSHSL Leadership supports preparing a competitive proposal for the next cooperative agreement cycle.

Benefits: Exempt Regular

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program that must be selected and is effective on your date of hire. Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

Application Process

UMB and HSHSL are fully committed to championing diversity, equity, and active inclusion among faculty, staff, and the student body.

The HSHSL provides an intellectually exciting, collegial, and supportive faculty environment that fosters interdisciplinary research and inter-professional opportunities.

Primary Duties

Administrative Support (25%)

Suggests, recommends, and implements new or revised procedures and practices to enhance administrative and financial operations for Region 1 and NWSO Offices.
Collects, compiles, and organizes data according to established guidelines to prepare reports, recommendations, and other information resources for managerial and operational use.
Provides administrative support for Region 1 and NWSO grants.
Manages physical and electronic office mailings and correspondence for timely response.
Manages current Region 1 office membership subscriptions. Maintains current listing that includes processing of new, renewal, and cancelled subscriptions.
Serves as a liaison to NNLM Working Groups and Committees as assigned.

Membership Management (30%)

Manages regional membership, adding new, updating and revising membership directory including organization liaison changes.
Creates membership reports including regional mailing lists.

Financial Support (10%)

Serves as a purchasing agent by using a purchase card to procure approved Region 1/NWSO equipment, supplies, and services in accordance with UMB policies.
Generates any purchasing-related reports, primarily reconciliation and approval of credit card statements.
Supports and collaborates with the Business Operations Specialist/Budget Analyst on program financial and procurement related duties.

Travel and Conference Support (10%)

Serves as a resource on University travel system by supporting arrangement and processing travel for Region 1 and NWSO staff, including travel reimbursement payments.
Assists Region 1 with travel and setup logistics for exhibition booths including organizing and shipping of conference materials.
Schedules and organizes of Region 1 hosted/co-hosted conferences and meetings.

Customer Service and Communications Support (10%)

Collaborates with Region 1 and NWSO staff to assist with regional social media accounts, newsletter, and website content.
Provides basic IT technical support for regional webinars; manages recordings uploaded to NNLM YouTube; updates regional playlists and provides basic IT technical backup support when needed.
Interacts with internal and external customers of the University, NLM/NNLM and the Region. Handles sensitive and confidential information with tact and discretion.
Monitors the regional general phone number and email inbox. Answers and routes questions to relevant Region 1 and NWSO staff members.

Inventory and Asset Management (5%)

Coordinates with HSHSL Computer and Technology Services (CATS) Division on the management of inventory and property assets for Region 1 and NWSO including purchase, distribution, tracking, and collection of computer equipment.

Records Management (5%)

Develops standardized file plans/records inventories and indexing approaches.
Maintains NNLM Region 1 and NWSO records inventory and conducts annual updates.
May supervise office staff including hiring and performance assessments.
Performs other duties as assigned.

Minimum Qualifications

Education: Bachelor's degree. Degree in Business or Office Administration.

Experience: Two (2) years of experience in administrative or business operations work.

Preferred Experience: Experience with budgeting, procurement, and travel arrangements preferred. Experience with records management and document control preferred.

Other: 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 of the job class may be substituted for the education or experience requirement on a year-for-year basis with 30 undergraduate college credits being equivalent to one year of related experience. In instances where specific education and/or experience is required only directly related education and/or experience may be substituted.

Knowledge, Skills, And Abilities

Strong organizational and time-management skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent written and verbal communication skills.
Attention to detail and high level of accuracy.

Hiring Range: $67,000 - $75,000, commensurate with education and experience.

UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy. For assistance related to employment, please contact the Talent Recruitment department at HRJobs@umaryland.edu.

If you anticipate needing a reasonable accommodation for a disability under the Americans with Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request. You may also contact HRDiversity@umaryland.edu. Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. For more information, follow this link UMB Notice of Non-Discrimination.

Job

Reg or CII Exempt Staff

Full Time/Part Time

Full-Time

Shift

Day Job

Financial Disclosure

No

Organization

Health Sciences and Human Services Library - Administration

Job Posting

Dec 23, 2024

Unposting Date

Jan 22, 2025, 11:59:00 PM

University of Maryland, Baltimore (UMB) jobs

Office Manager