Program Manager, Executive Operations & Faculty Actions; contractual

Exciting and challenging opportunity for a seasoned professional to provide high-level program management and executive operational support to the Office of the Chair, with primary responsibility for coordinating faculty appointment, promotion, and tenure (APT) actions and other faculty administrative processes.

The Program Manager works closely with the Program Director to implement departmental priorities, manage executive operations, and ensure the timely and accurate completion of sensitive, complex, and high-visibility activities.

The position serves as a key administrative liaison among the Chair, Program Director, Department Administrator, faculty, School of Medicine offices, and internal and external stakeholders. Responsibilities include managing faculty actions and associated documentation; coordinating the Chair's travel, purchasing, scheduling, and routine correspondence; preparing and drafting executive-level correspondence, promotion and appointment letters, and other official materials; and supporting departmental meetings, events, projects, and administrative initiatives.

The individual selected will be expected to work in a fast-paced, highly productive academic research environment. They must be a self-starter, resourceful and able to anticipate "next steps". The position exercises independent judgment in managing assigned processes, interpreting and applying established policies and procedures, handling confidential faculty and personnel information, identifying deadlines and required actions, and resolving routine operational issues. Matters requiring policy interpretation, strategic decision-making, or senior-level intervention are escalated to the Program Director or Chair as appropriate.

The highest level of confidentiality and professionalism is expected.

Note:

This position is eligible for up to two days/week for telework.

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.

Contingent Category II staff receive a generous leave package that includes:

• over 2 weeks of vacation each year
• paid holidays
• sick time
• time for community service
• subsidized comprehensive health insurance
• supplemental retirement options
• professional learning and development programs
• limited tuition remission for employees enrolled at UMB
• life insurance and long-term disability
• flexible work schedules and teleworking options (if applicable per job)

• Manage the administrative lifecycle of faculty appointment, promotion, tenure, and related academic actions for the department in coordination with the Program Director, faculty leadership, and School of Medicine Office of Academic Administration.
• Review faculty action materials for completeness, accuracy, and compliance with School of Medicine requirements; identify missing or inconsistent documentation and coordinate resolution with faculty and appropriate administrative offices.
• Coordinate external reviewer processes, including relationship documentation, reviewer classification, formal requests, distribution of candidate materials, tracking of responses, follow-up correspondence, and maintenance of confidential reviewer records.
• Draft and prepare appointment, promotion, tenure, and other faculty action correspondence for review by the Program Director, Chair, and other appropriate leadership.
• Coordinate departmental APT committee activities, including meeting scheduling, preparation and distribution of confidential materials, documentation of required actions, and follow-up.

• Manage day-to-day executive operations for the Office of the Chair in coordination with the Program Director, ensuring timely follow-through on administrative priorities, requests, deadlines, and commitments.
• Coordinate complex scheduling and meeting logistics for the Chair, including meetings involving faculty, senior leadership, institutional partners, candidates, donors, and external stakeholders.
• Manage travel arrangements and reimbursements for the Chair, including preparation of itineraries, coordination of transportation and lodging, processing of required documentation, and reconciliation of travel expenses in accordance with University policies.
• Coordinate purchasing and procurement activities for the Office of the Chair, including preparation and submission of purchasing documentation, tracking of transactions, and coordination with departmental and institutional administrative offices.
• Manage routine correspondence on behalf of the Office of the Chair and draft, edit, and prepare higher-level correspondence for review and signature,…