Jun 24, 2017
Administrative Jobs
Academic Affairs
Position Type
Institution Type
Four-Year Institution

Duties: The School of Arts and Sciences (SAS) is the academic foundation of the University of Pennsylvania, providing liberal arts education for all Penn undergraduates and supporting graduate studies and research across the humanities, social sciences, and natural sciences. The Office of the Dean provides broad oversight for the School's academic departments, education programs, and operations, and also manages the day-to-day administration of faculty personnel. The Faculty Affairs Manager will be the primary administrator for a variety of academic appointment categories in SAS, including non-standing faculty (adjunct, visiting, lecturers), some standing faculty (assistant professors, secondary appointments), and post-doctoral fellows. He or she will be the operational lynchpin for these appointments across the School, enforcing policies and procedures with departments/programs, and overseeing the tracking and flow of a high volume of information among the many participants in the appointment process (departments/programs, Associate Deans, business offices, Provost's office). Duties include: Review appointment and reappointment dossiers, appointment letters, and related material for approval by Associate Deans and submission to SAS Personnel Committee and Provost Staff Conference, exercising independent judgment and using knowledge of complex SAS and University faculty personnel structures, policies, and processes. Enforce policies with departments/programs; establish and ensure compliance with instructions and deadlines in the preparation of this material; develop and maintain School-wide information resources on these processes; maintain clear communications with departments/programs about upcoming term expirations and reappointments needing attention. Manage and maintain information resources for the administration of appointments. Oversee the use of the SAS Lecturer System across the School; train new department/program staff in its use. Maintain select information in the SAS Faculty Database. Design, research, and produce standard and ad hoc reports from these systems. Working with the Dean's office staff and the School's application development team, and proactively assessing needs of constituents, the Manager will conceptualize, establish, and maintain improvements to existing systems as well as new information tools to further enhance processes. Oversee SAS administrative compliance for post-doctoral fellows and visiting scholars. Coordinate application processes for special Dean's office- and University-sponsored post-doctoral fellowship opportunities. Serve as designated contact for SAS on visiting scholar matters.

Qualifications: Bachelor's degree and 3-5 years of progressively responsible administrative experience, preferably in a role involving faculty personnel matters at Penn, or equivalent combination of education and experience required.

Excellent organizational and communication skills. Strong customer service orientation. Ability to work independently and as part of a team in a fast-paced, executive-level setting, and to interact proactively and effectively with wide range of deans, chairs, faculty, and financial/administrative/IT staff. Ability to multi-task and manage heavy flow of detailed information in a precise and timely manner. Discretion with confidential information.

Proven record of using technology to serve and enhance office processes and the needs of multiple constituents. Experience managing and querying databases, using reporting tools, and researching/compiling data and other reference information. Proficiency with Microsoft Office suite, in particular Word and Excel. Familiarity with web content management systems (preferably Drupal) or HTML desirable.

Reference Number: 02-26182

Salary Grade: 027

Employment Type: Exempt

Org: SAS Dean

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.

Job Family: B-Executive/Managerial Administration