University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Assistant to the Dean

Job Profile Title

Staff Assistant C

Job Description Summary

Reporting directly to the Dean of the School of Social Policy & Practice (SP2), the Assistant to the Dean will manage the administrative, communications, and event planning functions of the Dean’s Office. With increasing autonomy over time, he/she will work closely with senior leadership at SP2 to implement and move forward the Dean’s strategic priorities. With strict attention to confidentiality s/he will represent and liaise between SP2’s office of the Dean, internal and external constituencies, including students, faculty, staff, and central offices of the University, such as the Presidents and Provost Office. S/he will advise and support the Dean as in the completion of special projects and the management of internal administrative affairs. The Assistant to the Dean must have the ability and desire to interact with representatives of many school constituencies, must have keen attention to detail, and must use discretion and sensitivity in all aspects of the work.

Job Description

Serve as the first point of contact for interactions between school constituencies and the Dean; triage and communicate issues to the Dean in a timely manner.  Support and advise the Dean with organizing and planning School-wide meetings, events, and activities; and keep her apprised of their status.

At the direction of the Dean, work with the Senior Leadership team to implement tasks and projects, in coordination with students, staff and faculty; keep Dean apprised of their status and ensure milestones/deliverables are achieved in a timely manner. Attend Senior Staff, Executive Committee and Faculty Meetings to record notes; draft minutes for Dean’s review and approval. Work closely with the office of Institutional Advancement to ensure plans and events reflect the Dean’s schedule and priorities, including communications, alumni relations, the SP2 Board of Overseers and other related activities.

Under direction from the Dean, represent the Dean’s office in interfacing with central offices/departments at the University, such as the President and Provost’s office. Act as a department liaison and representative to all internal and external consultants.  Serve as the School’s Mission Continuity Representative.

Serve as point of contact for Faculty Affairs including working with the Personnel committee on faculty searches, promotion and voting procedures, creating and submitting all PSC and PSCS cases. Maintain confidentiality, prioritize and communicate/escalate issues to Dean as warranted; as appropriate, make recommendations to resolve. Serves as school representative for FIS/interfolio system update.

Demonstrating an understanding of the Dean’s priorities and obligations, maintain oversight of the Dean’s calendar, arrange all logistics and reimbursements for Dean’s travel, conference attendance, University events, etc.; schedule meetings, prepare agendas.

Maintaining confidentiality, and communicating with sensitivity and discretion, support the Dean with her written materials, and communications. With great attention to detail and accuracy, draft emails, correspondence, announcements, reports, and School-wide communications for the Dean’s review.

Other duties as assigned.

Qualifications

Bachelor's Degree with 3-5 years of related experience or equivalent combination of education and experience is required; 7 - 10 years of experience is preferred.

Working Conditions

Office, library, computer room

Physical Effort

Typically sitting at a desk or table;Occasional lifting 25 lb. or less

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Social Policy and Practice

Pay Range

$42,953.00 - $77,315.00

Affirmative Action Statement 

Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 

Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.