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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn’s vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title

International Operations Manager, Penn Carey Law (Hybrid Eligible; 9-Month Schedule)

Job Profile Title

Coordinator B

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation’s oldest and most distinguished law schools. We offer a distinctive cross-disciplinary legal education drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinary supportive academic community for our scholars, staff, and students alike.

Penn Carey Law’s commitment to interdisciplinary education extends to training outside the traditional classroom to meet the educational and professional development opportunities for a host of audiences across platforms and modes of delivery. In furtherance of this objective, Penn Carey Law designs, develops, and delivers world-class programs and on-line content for practitioners, executives, and others; and via Penn Carey Law’s active in-person, hybrid, and online on-demand continuing legal education programs and content.

Reporting to the Director of International Affairs, the International Operations Manager serves as the primary logistics expert for Penn Carey Law’s portfolio of global projects. The International Operations Manager is an integral part of the International Affairs team, with responsibilities across the programming, admissions, financial, and communications work of the department. The incumbent collaborates with colleagues across the Law School to execute exemplary global experiences for students and international visitors. The International Operations Manager identifies solutions for Penn Carey Law’s global needs, and is equipped to balance compliance, consistency, and innovation.

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Note: The responsibilities for this role will be contained within the 9-month academic year with summers free. As a Limited Service role, the prorated salary range for this position is $32,939-$49,637

Job Description

Professional Support and Planning Operations

• Represent Penn Carey Law in fielding international inquiries.

• Refine systems for managing applications, tracking academic credit, and onboarding international visitors.

• Build workflow streams; author process documents for office operations to ensure that programming meets and exceeds expectations.

• Calendar all International Affairs activities. Maintain team schedule, meeting requests and departmental space reservations.

• Support the planning of in-person/online international events including visiting speakers, workshops, and receptions.

• Provide complex administrative and operational support with minimal supervision.

Information Management

• Acquire and retain knowledge of Penn Carey Law’s wide-ranging experiences for global engagement to ensure consistency and coherence in all work for International Affairs.

• Develop and refine systems for tracking data on program participation, constituents, and other critical information.

• Effectively summarize and distill messaging from International Affairs, global entities at Penn, and other international partners.

• Monitor evolving regulatory requirements (American Bar Association, Department of State, etc.) that impact the department’s work.

• Contribute jointly to external outreach, including social media, newsletters, websites, and designed materials.

Financial Operations

• Manage department expenditures, invoices and expenses; ensure accurate record keeping and filing of all financial documents and approvals.

• Oversee and/or process a variety of financial transactions and reports via University systems; monitor budget levels; research, identify, and resolve discrepancies.

• Facilitate billing of fees related to program participation.

• Assist the Director of International Affairs with budget forecasting.

Visas and Human Resources

• Serve as primary point of contact for all Law School J-1 Scholar and H-1B visas.

• Facilitate submission of documents for sponsorship of U.S. visas (inbound).

• Support outbound visas as required for student participation in overseas programming (outbound).

• Serve as an internal expert on international hiring, engagement, and honoraria practices (in partnership with the Office of Business Affairs and Penn Global Support Services).

• Ensure completion of processes related to inviting/onboarding foreign nationals as faculty, fellows, and scholars (in partnership with Academic Affairs and the Dean’s Office) including resources for housing and travel.

• Engage with university-wide efforts to support international students and scholars, including serving as the representative International Partners Outreach Group (IPOG).

Relationship Management

• Monitor the status of Law School agreements with foreign institutions; ensure the renewal of expiring MOUs and assist with drafting new agreements which incorporate any revised university terms and requirements.

• Sustain our valued relationships with vendors, working groups, and university leadership.

Required Qualifications

• Bachelor's degree required; graduate/professional degree or study welcome.

• 3-5 years of directly relevant operations/project management experience, preferably with a focus on global mobility.

• Demonstrated ability to manage priorities and workflows, including handling multiple tasks simultaneously.

• Advanced organizational and prioritization skills, with proven track record of managing complex deliverables.

• Ability to work within tight and often conflicting deadlines.

• Aptitude for detail-orientation and accuracy.

• Capacity to adapt quickly and make an impact in a complex organization.

• Ability to deal effectively with a variety of individuals at multiple organizational levels.

• Excellent communication skills.

• Ability to think globally and work with an international, culturally-diverse group of stakeholders.

• Must show effective judgement, discretion and have the ability to handle confidential matters.

• Advanced user skills with Microsoft programs and computer systems.

Application Instructions

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

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.

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. The University of Pennsylvania and its Law School are equal opportunity employers. (http://www.upenn.edu/affirm-action/eoaa.html)

Job Location - City, State

Philadelphia, Pennsylvania

Hybrid Eligible

Department / School

Law School

Pay Range

$43,919.00 - $66,183.00

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