Office Manager & Assistant to the Chair

Pennsylvania (US)
06 Mar 2019
End of advertisement period
06 May 2019
Contract Type
Full Time

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. 

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. 

Reporting to the Chair of the Mechanical Engineering & Applied Mechanics (MEAM) Department, at Penn Engineering, the incumbent will provide high-level administrative support to the Chair and manage all aspects of the department; including, in consultation with the Chair, setting and implementing strategic administrative priorities for the department. 

Manage and supervise administrative support staff and assist Manager of Technical Staff, including, but not limited to: hiring, career development, performance evaluating, mentoring, distributing work. Ensure appropriate levels of staff support for department faculty’s projects, programs, events, and student services. 

Coordinate the academic workflow of the department. Assist undergraduate and graduate chairs, and respective staff, in department academic programs. As needed, interface and assist with student groups and student support services, such as tutoring, career services, Penn admissions. 

Oversee new faculty hiring process, including: scheduling and coordinating visits, ensuring compliance, managing online process. Handle all faculty promotion cases, including reappointment, tenure, promotion to full professor, senior lecturer, practice faculty, part-time lecturers, adjuncts, annual lecturer reappointments and secondary reappointments. Follow up on all faculty meeting agenda items. 

A Bachelor’s Degree and 3 years to 5 years of experience or equivalent combination of education and experience is required. Administrative experience in a research university strongly preferred. Prior supervisory experience and experience coordinating events for diverse and distinguished guests strongly preferred. Ability to communicate clearly and directly with a diverse population of staff, faculty, students, other administrators, and external personnel. Preferred candidates will have high level of initiative, independent judgment, organizational savvy, and interpersonal skills, and a proven commitment to continuous improvement. Ability to multitask, prioritize conflicting needs, and make reasonable decisions with limited direction a must. Excellent verbal and written communication skills a must, including the ability to quickly take notes and compose email. Must be highly proficient in Microsoft Office. Experience with academic administrative software like Concur, PeopleAdmin, Interfolio, CollegeNet etc. desirable. 

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.