Manager, LPS Administration & Special Projects

University of Pennsylvania•Philadelphia, PA

9d•$67,155 - $90,000•Onsite

About The Position

The Manager of LPS Administration & Special Projects reports to the Vice Dean for the College of Liberal & Professional Studies and ensures efficient operation of the Vice Dean’s office. The position also plays a central role in ensuring the smooth and effective functioning of division-wide administrative operations; manages LPS-wide events and communications on behalf of the Vice Dean; coordinates staff hiring processes and professional development activities and associated budgets; manages special initiatives and projects; and provides high-level administrative support to the Vice Dean and the senior leadership team of LPS. For over 130 years, the College of Liberal and Professional Studies (LPS) in the University of Pennsylvania's School of Arts and Sciences has extended a Penn education to a diverse population of ambitious students – from veterans and international scholars to high school students and working professionals. The LPS portfolio includes degree and non-degree programs designed to help students develop the skills they need to thrive in a changing global society. LPS programs are delivered on Penn’s campus, online, and abroad, and all have a foundation in the arts and sciences.

Requirements

Bachelor’s degree and 3-5 years of progressively responsible experience in executive support or managerial positions or equivalent combination of education and experience.
Excellent written, oral, and interpersonal communication skills; ability to exercise diplomacy, tact, and judgment in interacting with a wide range of constituents at varying levels of an organization; demonstrated experience in handling confidential information with discretion.
Strong project management and organizational skills, ability to handle multiple projects simultaneously, accommodate shifting priorities, and meet deadlines.
Ability to work both independently and as part of a close-working team in a fast-paced setting requiring professionalism, strong work ethic, commitment to integrity, initiative, strong organization, flexibility, and the prioritization of multiple demands.
Thorough knowledge of office procedures and meticulous attention to detail.
Must be able to exercise initiative and the ability to make balanced decisions within the scope of responsibility and able to handle sensitive, confidential, and challenging situations with tact and diplomacy.
Ability to take broad view of existing procedures to determine what is working efficiently and what issues need attention and to implement improvements.
Proficiency with MS Office suite, including Word, Excel, PowerPoint, and Outlook or O365.
Willingness to learn and apply new technologies as needed.

Nice To Haves

Knowledge of Penn or experience is a higher education setting.
Knowledge of Workday and/or Interfolio systems

Responsibilities

Provide executive level administrative support to the Vice Dean of Arts and Sciences Professional and Liberal Education including drafting correspondence and reports, maintaining the Vice Dean’s complex calendar, meeting planning and preparation, and managing travel arrangements and reimbursements.
Serve as liaison for the Vice Dean in interactions with internal and external contacts and direct communications for the Vice Dean’s office.
Supervise Vice Dean administrative budget.
Oversee division-wide administrative functions and systems.
Generate and/or maintain LPS policies and forms and supervise organization of shared drive; train and communicate with staff on policies and processes.
Primary point person with SAS Computing and SAS Human Resources.
Manage related budgets.
Manage special projects related to LPS administration and operations; direct planning, coordinate and oversee communication with LPS staff and other offices, oversee project execution, report to LPS leadership on progress/results.
Complete high-level projects involving collecting, collating and assembling data for various reporting needs, meetings and presentations.
Plan and oversee regular events for LPS staff, faculty and employer advisory boards, alumni and donors.
Participate in planning staff professional development activities and manage LPS professional development budget to support strategic priorities.
As LPS Primary Recruiter, work directly with hiring managers and search committees, managing all Workday activity for LPS hires from submitting the job requisition through finalizing the hire and onboarding of the final candidate.
Work with HR and business office partners to troubleshoot unique situations.
Maintain tracking system and search files for all hires.
Oversee new employee onboarding to Penn and LPS in concert with supervisors, well-being specialist and relevant SAS and University offices.
Coordinate practice faculty appointments, reappointments and promotions with Vice Dean and affiliated faculty; assemble dossier materials and provide letter drafts to the Vice Dean; handle case entries and tracking in the Interfolio system.

Benefits

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
Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
Flexible spending accounts
Tuition assistance for employee, spouse, and dependent children
Retirement plans (Basic, Matching, and Supplemental)
Time away from work
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to University resources, cultural and recreational activities
Discounts and Special Services
Flexible Work Hours
Penn Home Ownership Services
Adoption Assistance