Department Administrator, Penn Philosophy

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. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

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

Department Administrator, Penn Philosophy

Job Profile Title

Coordinator, Program

Job Description Summary

The Department Administrator handles the general office administration for the Philosophy department. This role provides administrative support to the Department Chair and the executive committee as well as faculty and graduate students. The department administrator serves as the primary point-of-contact person for SAS and University administrative services.

Job Description

Philosophy has been taught continuously in the University of Pennsylvania and its predecessors since 1755, when the Bachelor of Arts degree was first offered. The first teacher of philosophy was William Smith, first Provost of the newly founded Academy of Philadelphia. The various branches of philosophy, which included logic, metaphysics, moral philosophy, and natural philosophy, formed the core of the College curriculum.

Duties:

The Department Administrator handles the general office administration for the department. This role provides administrative support to the Department Chair and the executive committee as well as faculty and graduate students. The department administrator serves as the primary point-of-contact person for SAS and University administrative services.

This position is responsible for the day-to-day administration, implementation, management, and oversight of the activities of the Philosophy Department. Plan, budget, and manage spending of all Philosophy funding. Oversee, organize, and implement event programming for the Philosophy Department, including academic and outreach programs such as lecture series, conferences, and other sponsored events.

Support Department Chair with all letter writing, including but not limited to annual reporting, offer letters, hiring letters, letters of reference, promotion letters and all writings for the chair.

Active participate in hiring lectures and reviewing dossiers for the department.

The candidate is responsible for developing and maintaining communications, fielding inquiries, and guiding both graduate students and faculty through a variety of University policies, resources, and procedures. This position is responsible for coordinating the human resource needs of the department, including assisting with faculty, staff, and student searches, appointments and temporary hires.

This person maintains and organizes all records with strict confidentiality and acts as the departmental liaison to budget and finance areas within SAS, including being responsible for the department budget and expenses. The candidate works in conjunction with the departments' Business Office, to monitor and maintain all procurement and payment processes. Also, keep track of emerging needs, changing priorities, required resources for the departmental mission.

Also responsible for department event planning and workshop coordination, including some graphic design for event posters, as well as maintaining, updating, and developing the department website and other electronic resources. Candidate must understand and effectively communicate the scholarly and teaching missions of the department. The department administrator additionally assists the department chair with tracking planned academic leaves and drafting departmental reports and chair letters as needed.

This position is also responsible for processing visa applications for Philosophy faculty and visiting scholars, although no prior visa knowledge is required.

While not the main job objective of this position, the department administrator assists the undergraduate and graduate coordinators in curriculum planning and organization, appointments of lecturers, and identifying and effectively procuring suitable teaching spaces and any related issues.

While this position is solely responsible for the administration of the Philosophy department, this position often lends support for other departments within SAS as needed to fulfill the pedagogical mission of the University.

The position will:

• Manage over 40 departmental workshops/year

• Manage up to 10 conferences/year

• Oversee the departmental website

• Manage 15 list-serves

• Lead the yearly schedule of graduate student admissions interviews and visit

• Create schedules for all faculty searches, and manages travel arrangements and lodging

• Manage and prepare tenure and promotion files

• Direct the process of hiring lecturers for the undergraduate major- as many as 10 lecturer per/semester

Qualifications

• Bachelor of Arts and 2 to 3 years of experience or equivalent combination of education and experience is required

• Experience with NGSS, Banner, Interfolio, and Workday systems are preferred, but not required

• Works collaboratively

• Proficiency in Microsoft Office Suite, especially Word, Excel, Outlook, and Access.

• Strong organizational and time management skills are essential.

• Experience processing visas is preferred

• Familiarity with university policies and procedures preferred.

• Strong written and verbal communication skills.

• Adaptability and ability to thrive in a fast-paced environment.

• For consideration please include a cover letter and resume. You can include multiple files in the attachment section.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$24.13 - $33.00 Hourly 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, as well as internal and market factors and grade profile.

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.

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 family-whatever 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 excitement-and 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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay