Director of Administrative and Academic Operations - Chemical and Biomolecular Engineering - Penn Engineering

Director of Administrative and Academic Operations - Chemical and Biomolecular Engineering - Penn Engineering

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. Manage office and supervise administrative staff of Chemical and Biomolecular Engineering (CBE), with 20+ faculty and five staff members; develop staffing allocation model for departmental administrative support; maintain electronic and physical archives of critical department documents; streamline the process of paperwork as well as formulaic or highly predictable staffing duties; demonstrate excellent customer service to students, faculty, as well as internal and external customers; provide administrative support to department Chair; assist Chair with department planning and project management; act as liaison; make decisions and implement resolutions regarding conflict, concerns and confidential department matters; supervise the logistics of CBE faculty recruitment and other functions associated with faculty appointments, promotions and award nominations; manage department communications, including writing letters, reports, editing and publication of brochures, newsletters, etc.; manage the coordination of conferences, workshops, meetings, and special events; assist with preparation and the coordination of research grant proposals; develop physical resources (space) assessment and allocation model of CBE faculty and departmental activities. Prepare survey reports, provide information for regional and national rankings of department. Participate in university-wide projects/pilots.

Job Responsibilities

• Provide administrative support and act as liaison for Chair; manage conflict, initiate resolution. Prepare survey reports and presentation materials; compile and summarize data, oversee the development and maintenance of key projects (conferences, workshops, special events). Develop and implement measures to improve operating efficiencies.
• Supervise/manage CBE office and support staff; hire train and evaluate performance; coordinate schedules; provide high level of quality customer service to students, faculty, internal and external customers. Develop an effective standard for offering staff support for faculty and their associated needs, develop metrics for determining the right workload balance, and predict growth in position needs as a function of faculty additions. Assist in assignment and onboarding of teaching assistants and student workers.
• Prepare dossiers for faculty and other department personnel for review, promotion, and award nominations. Collect teaching evaluations, other information gathering required for dossiers.
• Supervise logistics of CBE faculty recruitment, i.e., advertising, working with search committee, database, candidate visits; manage faculty appointments, promotions, and dossier preparation.
• Coordinate departmental meetings; maintain files; update records and stay current with applicable policies. Manage department communications including print, online, departmental website and social media. Information gathering for internal and external department reporting. Organize, plan, and oversee CBE events and activities both promotional and outreach to alumni and students.
• Prepare reports, presentations, materials; compile and summarize data, oversee the development, maintenance and distribution of materials promoting department. Create working manuals to be used as guidelines for detailed projects.
• Coordinate and allocate office space for faculty, staff, and graduate students. Develop charts and make assessment of faculty and department needs. Work with Director of Facilities Planning to determine approximate present $/sq ft catalog for all present faculty and develop a model with Chair to guide allocation of future needs.
• Participate in committees associated with enhancing departmental and school image.

Qualifications

Bachelor's degree and 3 years to 5 years of experience or an equivalent combination of education and experience. Previous experience in an academic environment highly preferred; knowledge of post-secondary admissions and advising; ability to manage multiple projects simultaneously; advanced computer skills, supervisory experience; event planning and time management; excellent organizational, written and oral communication skills. Previous experience streamlining operating efficiencies; and knowledge of research and grants helpful.

Familiarity with financial and budget management desired.

Please submit a resume and cover letter to be considered for this position.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$67,155.00 - $95,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

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

University Benefits

• Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with familywhatever your personal needs may be.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitementand you and your family can enjoy many of these activities for free.
• Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.