Director, Administrative Services
Apply NowCompany: University of Maryland
Location: College Park, MD 20740
Description:
Job Description Summary
ORGANIZATION SUMMARY STATEMENT
POSITION OVERVIEW
The Director of Administrative Services (DAS) provides leadership for the human resource, financial planning and management, and other central administrative functions for the Office of International Affairs (OIA) and the offices it comprises. DAS reports to the Associate Vice President for International Affairs (AVP-International) and serves on their senior leadership team. DAS supervises a small team that is responsible for the day-to-day operations related to human resources (HR), including hiring, as well as payroll and benefits; and budgeting, including account management, contract management, international/domestic payments, credit card management, and document retention. DAS provides high-level data analysis of OIA finances and reports them to directors of individual OIA offices and to the AVP-International in order for them to make data-driven decision making related to expenditures, vendor and other partnership negotiations, as well as the prioritization of programmatic initiatives. DAS also escalates sensitive matters as required, identifies best practices, improves operations for efficiency and for the unit to remain in compliance with federal, state, University System of Maryland and University of Maryland (UMD) policies. DAS brings expertise to UMD committees on which they might serve.
KEY RESPONSIBILITIES
1. Fiscal Planning, Funding & Strategy
*Draft and finalize the annual OIA budget that includes the budgets for each unit, in consultation with directors of OIA offices, based on current financial status, inflation, and the comparison between actual and real budgets in the past three years, as well as strategic goals;
*Meet deadlines of submitting budgets to university; consult with Provost's office's fiscal officers as necessary; submit budget amendments as required;
*Draft three-year fiscal strategies to ensure the financial integrity and goals of OIA and its offices;
*Provide quarterly fiscal analysis of financial performance, develop and maintain forecasts and projections, and provide tools and resources to the senior leadership team for data-driven decision making;
*Write, update, and disseminate SOP to ensure proper management of all financial transactions for the unit, including vendor identification and selection, international/domestic payments, cash management, account administration, revenue management, allocation spending, and reconciliation;
*Update and disseminate monthly reports to senior leadership on revenue, expenditures, and fund balance related to annual budget(s) and specific accounts;
*Design and maintain a running financial dashboard for all accounts to be shared with AVP-International and directors; identify new software solutions to improve efficiencies, transparency, and ease of use, if appropriate;
*Identify patterns and trends that impact spending within each account and make recommendations for spending adjustments as needed;
*Maintain and report out endowment and expendable accounts; manage all grant accounts;
*Contribute to relevant discussions across OIA about expanding revenue generation in alignment with the unit's strategic goals;
*Review annual expenditure proposals submissions and analyze their fiscal soundness against current financial status, revenue generation, and university policy.
2. HR Resource Management and Strategic Planning
*Direct, in consultation with AVP-International and directors of all OIAoffices, areas related to HR resource allocation, budgeting, and funding;
*Develop and regularly update Standards of Operations (SOP) with regards to hiring, on-boarding, retention, and off-boarding of staff across OIA;
*Stay current on, and disseminate in a timely manner universities policies and practices related to payroll, benefits, performance reviews, staff development and training to OIA staff;
*Co-design human resource strategies to meet the mission of OIA and the individual offices and to advance the/their strategic goals with greatest efficacy;
*Create succession plans and develop and implement change management strategies to facilitate smooth transitions and ensure business continuity and leadership stability;
*Keep abreast of industry trends and best practices, such as benchmarking against peer institutions, to make informed strategic decisions;
*Collaborate with colleagues across OIA, and in consultation with appropriate external offices, such as the offices of the Provost, Human Resources, General Counsel, and Staff Relations, to effectively address staff conflicts, challenges, and other confidential employee matters.
3. Business Operations
*Oversee current administrative functions and introduce new improvements based on best practices to ensure increasing efficiency and best practices across OIA;
*Share relevant resources to directors or associate directors of OIA;
*Supervise a small team; composed of staff members with specialization in human resources, payroll, financial payments, set annual team goals, and monitor the team's success;
*Direct procurement-related matters, such as contract management, RFPs, vendor negotiations and agreements, purchase orders processing, licenses attainment, financial authority delegation, travel and purchasing card issuance and management, international health insurance enrollment, payments and funding, modernization projects, system upgrades, facilities management and security, and parking;
*Oversee the timeliness of vendor payments; arrange for emergency payments; cross-train employees to ensure payments are on time in cases of absences;
*Lead annual review of all administrative services to achieve operational excellence.
ABOUT THE OFFICE OF INTERNATIONAL AFFAIRS
The Office of International Affairs (OIA) reimagines global learning at home and abroad, helps take on global grand challenges, invests in global communities and people, and advances the global common good through public partnerships. OIA achieves this by elevating the international character of the university through:
*Facilitating international partnerships, events and opportunities for our network;
*Championing all Maryland Global teams and partners in their endeavors for interdisciplinary research and global learning for all;
*Promoting safety and security during international study or work travel; and
*Communicating the work of the Maryland Global teams and partners.
The Office of International Affairs oversees the Maryland Global hub which helps deepen our university's commitment to advance the global common good through learning, research and partnerships. The work of Maryland Global is done in collaboration with Education Abroad (EA), Global Learning Initiatives (GLI), and International Student & Scholar Services (ISSS).
PHYSICAL DEMANDS
Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry small parcels, packages and other items, and to walk short distances.
LICENSES / CERTIFICATIONS: NA
PREFERENCES
*Master's Degree in Business Administration, Finance, Public Administration, Accounting or related field
*Prior work experience at a higher education institution
*Knowledge of the business, budgeting, payroll and personnel practices of the University of Maryland and the State of Maryland Office of Management and Budget
*Experience working with international vendors
*Experience transitioning to/proficiency in Workday finance and HR system
Minimum Qualifications
Education: Bachelor's degree from an accredited college or university.
Experience: Ten (10) years of professional experience managing business operations. Five (5) years of experience supervising or managing professional staff. Knowledge of human resources policies and procedures, and federal, state, and other applicable human resources related laws, rules, regulations, and ordinances.
Knowledge of business acumen to understand key business drivers, organizational communications, and data.
Knowledge of organizational and unit performances measures.
Knowledge of the impact and implications of decisions on leadership objectives.
Skill in oral and written communication.
Skill in data analytics and negotiation.
Skill in the use of Microsoft Office products.
Ability to research information and analyze/synthesize complex data and information to create reports and presentations with valid conclusions derived from various sources.
Ability to exercise independent judgment and discretion.
Ability to develop and administer new policies and procedures.
Ability to interpret and apply policies, procedures, regulations, and laws.
Additional Job Details
Required Application Materials: Resume, Cover Letter, List of References
Best Consideration Date: 3/11/2025
Posting Close Date: NA
Open Until Filled: Yes
Job Risks
Not Applicable to This Position
Financial Disclosure Required
For more information on Financial Disclosure, please visit Maryland's State Ethics Commission website.
Department
SVPAAP-Office of International Affairs
Worker Sub-Type
Staff Regular
Salary Range
$120,000 - $150,000
Benefits Summary
For more information on Regular Exempt benefits, select this link.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify anyone from employment. Before any adverse decision, the finalist will have an opportunity to provide information to the University regarding disclosable background check information. The University reserves the right to rescind the offer of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Employment Eligibility
The successful candidate must complete employment eligibility verification (on Form I-9) by presenting documents that establish identity and work authorization within the timeframe required by federal immigration law, and where applicable, to demonstrate renewed employment authorization. Failure to complete employment eligibility verification or reverification within the timeframe set forth by law may result in suspension or termination of employment.
EEO/AA Statement
The University of Maryland, College Park is an Equal Opportunity/Affirmative Action Employer; all qualified applicants, including veterans and people with disabilities, will receive consideration for employment. UMD is actively engaged in recruiting, hiring, and promoting underrepresented communities. Please read the entire University of Maryland Equal Employment Opportunity and Affirmative Action Statement of Policy.
Women, Minorities, Disabled, Veterans, and LGBTQ+ Welcome!
Diversity Statement
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
Title IX Non-Discrimination Notice
The University of Maryland (UMD) does not discriminate on the basis of sex, gender identity or expression, sexual orientation, race, color religion, national origin, ethnicity, physical or mental disability, protected veteran status, age, genetic information or any other characteristic protected by law in its programs and activities. Specifically, Title IX prohibits discrimination on the basis of sex in UMD programs and activities, including with respect to admission and employment.
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ORGANIZATION SUMMARY STATEMENT
POSITION OVERVIEW
The Director of Administrative Services (DAS) provides leadership for the human resource, financial planning and management, and other central administrative functions for the Office of International Affairs (OIA) and the offices it comprises. DAS reports to the Associate Vice President for International Affairs (AVP-International) and serves on their senior leadership team. DAS supervises a small team that is responsible for the day-to-day operations related to human resources (HR), including hiring, as well as payroll and benefits; and budgeting, including account management, contract management, international/domestic payments, credit card management, and document retention. DAS provides high-level data analysis of OIA finances and reports them to directors of individual OIA offices and to the AVP-International in order for them to make data-driven decision making related to expenditures, vendor and other partnership negotiations, as well as the prioritization of programmatic initiatives. DAS also escalates sensitive matters as required, identifies best practices, improves operations for efficiency and for the unit to remain in compliance with federal, state, University System of Maryland and University of Maryland (UMD) policies. DAS brings expertise to UMD committees on which they might serve.
KEY RESPONSIBILITIES
1. Fiscal Planning, Funding & Strategy
*Draft and finalize the annual OIA budget that includes the budgets for each unit, in consultation with directors of OIA offices, based on current financial status, inflation, and the comparison between actual and real budgets in the past three years, as well as strategic goals;
*Meet deadlines of submitting budgets to university; consult with Provost's office's fiscal officers as necessary; submit budget amendments as required;
*Draft three-year fiscal strategies to ensure the financial integrity and goals of OIA and its offices;
*Provide quarterly fiscal analysis of financial performance, develop and maintain forecasts and projections, and provide tools and resources to the senior leadership team for data-driven decision making;
*Write, update, and disseminate SOP to ensure proper management of all financial transactions for the unit, including vendor identification and selection, international/domestic payments, cash management, account administration, revenue management, allocation spending, and reconciliation;
*Update and disseminate monthly reports to senior leadership on revenue, expenditures, and fund balance related to annual budget(s) and specific accounts;
*Design and maintain a running financial dashboard for all accounts to be shared with AVP-International and directors; identify new software solutions to improve efficiencies, transparency, and ease of use, if appropriate;
*Identify patterns and trends that impact spending within each account and make recommendations for spending adjustments as needed;
*Maintain and report out endowment and expendable accounts; manage all grant accounts;
*Contribute to relevant discussions across OIA about expanding revenue generation in alignment with the unit's strategic goals;
*Review annual expenditure proposals submissions and analyze their fiscal soundness against current financial status, revenue generation, and university policy.
2. HR Resource Management and Strategic Planning
*Direct, in consultation with AVP-International and directors of all OIAoffices, areas related to HR resource allocation, budgeting, and funding;
*Develop and regularly update Standards of Operations (SOP) with regards to hiring, on-boarding, retention, and off-boarding of staff across OIA;
*Stay current on, and disseminate in a timely manner universities policies and practices related to payroll, benefits, performance reviews, staff development and training to OIA staff;
*Co-design human resource strategies to meet the mission of OIA and the individual offices and to advance the/their strategic goals with greatest efficacy;
*Create succession plans and develop and implement change management strategies to facilitate smooth transitions and ensure business continuity and leadership stability;
*Keep abreast of industry trends and best practices, such as benchmarking against peer institutions, to make informed strategic decisions;
*Collaborate with colleagues across OIA, and in consultation with appropriate external offices, such as the offices of the Provost, Human Resources, General Counsel, and Staff Relations, to effectively address staff conflicts, challenges, and other confidential employee matters.
3. Business Operations
*Oversee current administrative functions and introduce new improvements based on best practices to ensure increasing efficiency and best practices across OIA;
*Share relevant resources to directors or associate directors of OIA;
*Supervise a small team; composed of staff members with specialization in human resources, payroll, financial payments, set annual team goals, and monitor the team's success;
*Direct procurement-related matters, such as contract management, RFPs, vendor negotiations and agreements, purchase orders processing, licenses attainment, financial authority delegation, travel and purchasing card issuance and management, international health insurance enrollment, payments and funding, modernization projects, system upgrades, facilities management and security, and parking;
*Oversee the timeliness of vendor payments; arrange for emergency payments; cross-train employees to ensure payments are on time in cases of absences;
*Lead annual review of all administrative services to achieve operational excellence.
ABOUT THE OFFICE OF INTERNATIONAL AFFAIRS
The Office of International Affairs (OIA) reimagines global learning at home and abroad, helps take on global grand challenges, invests in global communities and people, and advances the global common good through public partnerships. OIA achieves this by elevating the international character of the university through:
*Facilitating international partnerships, events and opportunities for our network;
*Championing all Maryland Global teams and partners in their endeavors for interdisciplinary research and global learning for all;
*Promoting safety and security during international study or work travel; and
*Communicating the work of the Maryland Global teams and partners.
The Office of International Affairs oversees the Maryland Global hub which helps deepen our university's commitment to advance the global common good through learning, research and partnerships. The work of Maryland Global is done in collaboration with Education Abroad (EA), Global Learning Initiatives (GLI), and International Student & Scholar Services (ISSS).
PHYSICAL DEMANDS
Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry small parcels, packages and other items, and to walk short distances.
LICENSES / CERTIFICATIONS: NA
PREFERENCES
*Master's Degree in Business Administration, Finance, Public Administration, Accounting or related field
*Prior work experience at a higher education institution
*Knowledge of the business, budgeting, payroll and personnel practices of the University of Maryland and the State of Maryland Office of Management and Budget
*Experience working with international vendors
*Experience transitioning to/proficiency in Workday finance and HR system
Minimum Qualifications
Education: Bachelor's degree from an accredited college or university.
Experience: Ten (10) years of professional experience managing business operations. Five (5) years of experience supervising or managing professional staff. Knowledge of human resources policies and procedures, and federal, state, and other applicable human resources related laws, rules, regulations, and ordinances.
Knowledge of business acumen to understand key business drivers, organizational communications, and data.
Knowledge of organizational and unit performances measures.
Knowledge of the impact and implications of decisions on leadership objectives.
Skill in oral and written communication.
Skill in data analytics and negotiation.
Skill in the use of Microsoft Office products.
Ability to research information and analyze/synthesize complex data and information to create reports and presentations with valid conclusions derived from various sources.
Ability to exercise independent judgment and discretion.
Ability to develop and administer new policies and procedures.
Ability to interpret and apply policies, procedures, regulations, and laws.
Additional Job Details
Required Application Materials: Resume, Cover Letter, List of References
Best Consideration Date: 3/11/2025
Posting Close Date: NA
Open Until Filled: Yes
Job Risks
Not Applicable to This Position
Financial Disclosure Required
For more information on Financial Disclosure, please visit Maryland's State Ethics Commission website.
Department
SVPAAP-Office of International Affairs
Worker Sub-Type
Staff Regular
Salary Range
$120,000 - $150,000
Benefits Summary
For more information on Regular Exempt benefits, select this link.
Background Checks
Offers of employment are contingent on completion of a background check. Information reported by the background check will not automatically disqualify anyone from employment. Before any adverse decision, the finalist will have an opportunity to provide information to the University regarding disclosable background check information. The University reserves the right to rescind the offer of employment or otherwise decline or terminate employment if the information reported by the background check is deemed incompatible with the position, regardless of when the background check is completed.
Employment Eligibility
The successful candidate must complete employment eligibility verification (on Form I-9) by presenting documents that establish identity and work authorization within the timeframe required by federal immigration law, and where applicable, to demonstrate renewed employment authorization. Failure to complete employment eligibility verification or reverification within the timeframe set forth by law may result in suspension or termination of employment.
EEO/AA Statement
The University of Maryland, College Park is an Equal Opportunity/Affirmative Action Employer; all qualified applicants, including veterans and people with disabilities, will receive consideration for employment. UMD is actively engaged in recruiting, hiring, and promoting underrepresented communities. Please read the entire University of Maryland Equal Employment Opportunity and Affirmative Action Statement of Policy.
Women, Minorities, Disabled, Veterans, and LGBTQ+ Welcome!
Diversity Statement
The University of Maryland, College Park, an equal opportunity/affirmative action employer, complies with all applicable federal and state laws and regulations regarding nondiscrimination and affirmative action; all qualified applicants will receive consideration for employment. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, religion, sex, national origin, physical or mental disability, protected veteran status, age, gender identity or expression, sexual orientation, creed, marital status, political affiliation, personal appearance, or on the basis of rights secured by the First Amendment, in all aspects of employment, educational programs and activities, and admissions.
Title IX Non-Discrimination Notice
The University of Maryland (UMD) does not discriminate on the basis of sex, gender identity or expression, sexual orientation, race, color religion, national origin, ethnicity, physical or mental disability, protected veteran status, age, genetic information or any other characteristic protected by law in its programs and activities. Specifically, Title IX prohibits discrimination on the basis of sex in UMD programs and activities, including with respect to admission and employment.
Resources
- Learn how military skills translate to civilian opportunities with O*Net Online
Search Firm Managed Recruitment
There are some positions that are not advertised on this career site as the search is being managed by a Search Firm.
Please visit the link below to see these available opportunities:
Search Firm Managed Vacancies