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

University of Pennsylvania

2d•$67,155 - $95,000•Onsite

About The Position

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. This role involves managing the office and supervising administrative staff of Chemical and Biomolecular Engineering (CBE), with 20+ faculty and five staff members. The position requires developing a staffing allocation model for departmental administrative support, maintaining electronic and physical archives of critical department documents, and streamlining paperwork processes. The role also demands excellent customer service to students, faculty, and internal/external customers, providing administrative support to the department Chair, and assisting the Chair with department planning and project management. The Director will act as a liaison, make decisions, and implement resolutions regarding conflict, concerns, and confidential department matters. Key responsibilities include supervising the logistics of CBE faculty recruitment and other functions associated with faculty appointments, promotions, and award nominations. The role also involves managing department communications, including writing letters, reports, editing, and publication of brochures and newsletters. Additionally, the Director will manage the coordination of conferences, workshops, meetings, and special events, assist with the preparation and coordination of research grant proposals, and develop a physical resources (space) assessment and allocation model for CBE faculty and departmental activities. The position requires preparing survey reports and providing information for regional and national rankings of the department, as well as participating in university-wide projects/pilots.

Requirements

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.
Knowledge of research and grants helpful.
Familiarity with financial and budget management desired.

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 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, and 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 the 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.

Benefits

Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
Flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars.
Tuition assistance for employees, spouses, and dependent children.
Dependent children are also eligible for tuition assistance at other institutions.
Generous retirement plans (Basic, Matching, and Supplemental) with pre-tax or Roth options.
Wide variety of investment options through TIAA and Vanguard.
Substantial amount of time away from work (vacations, personal affairs, illness, injury, family time).
Long-term care insurance.
Wellness and work-life resources.
Professional and personal development resources.
Access to a wide range of University resources, cultural and recreational activities.
Discounts and special services (arts, entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks).
Flexible work options (non-traditional work hours, locations, and/or job structures).
Home ownership services (forgivable loan for eligible employees).
Adoption assistance (reimbursement for qualified expenses).