Department Administrator, English

The University of Pennsylvania, a world-renowned leader in education, research, and innovation, is the largest private employer in Philadelphia. Consistently ranked among the top 10 universities in the U.S. News & World Report survey, Penn offers a unique working environment within the city of Philadelphia, combining a beautiful urban campus with access to a wide range of educational, cultural, and recreational activities. The University provides a competitive benefits package, including excellent healthcare, tuition benefits, generous retirement plans, professional development opportunities, and a variety of health and wellness programs.

About the Role

The Department Administrator for Penn English will oversee the overall administration of a highly interdisciplinary and diverse humanities department. This role involves directing budget, financial, and course rostering operations, serving as a liaison to faculty, students, staff, alumni, and other university departments, and managing events, workshops, conferences, and communications. The Administrator will provide executive-level support to the Chair, assist the Graduate and Undergraduate Chair, and supervise department staff. The role also includes handling sensitive data such as grant funds, budgets, salary information, and purchasing cards.

Responsibilities

• Manage department operations, administration, and academic support.
• Supervise the Graduate Coordinator, Associate Director of Undergraduate Studies, Business Coordinator, and student workers.
• Oversee academic appointments, reappointments, and promotions.
• Direct budget and financial management for the department.
• Manage departmental communications, including listservs and the department website.
• Coordinate and manage Fisher-Bennett Hall spaces for faculty, staff, and classrooms.
• Organize and oversee departmental events, workshops, conferences, and programs.
• Provide graphic design support for faculty, staff, and departmental events.
• Supervise, train, and conduct performance appraisals for department staff.
• Assist with faculty hires, promotion and reappointment dossiers in collaboration with the Chair, Business Coordinator, and Dean’s office.
• Serve as liaison to faculty, students, staff, alumni, and other university departments.
• Oversee support for workshops and conferences.
• Provide guidance on policies and procedures to new faculty, staff, postdocs, lecturers, adjuncts, and visiting scholars.
• Become the subject matter expert on Workday and Faculty Interfolio programs for the department.
• Oversee and provide guidance on annual teaching and student awards.
• Manage course rostering, including independent studies, courses, and recitations.
• Approve all courses for English in Curriculum Manager, Course Leaf, and Annex.
• Administer and review tasks in Pennant@Penn, Advising Penn, Courses@Penn, and other university systems.
• Schedule courses and leaves for standing faculty, lecturers, and graduate students in Curriculum Planner.
• Input the budget proposal for the upcoming fiscal year.
• Oversee distribution of incoming and outgoing mail and packages for all occupants of Fisher-Bennett Hall.

Requirements

• Bachelor of Science or Bachelor of Arts and 2 to 3 years of experience, or equivalent combination of education and experience.
• Strong organizational and administrative skills, with the ability to manage multiple responsibilities effectively, including handling sensitive data related to budgets, purchasing, and personnel.
• Excellent written and verbal communication skills, with the ability to interact professionally with a range of stakeholders, including students, faculty, university administrators, alumni, and the Penn community.
• Strong attention to detail and proficiency in administrative processes related to academic programs and event coordination.
• Proficiency in standard office software and systems, particularly Mac computers, and the ability to learn and adapt to new technologies.
• Collaborative approach to teamwork, ability to work independently, supervise staff, and commitment to fostering an inclusive and supportive educational environment.

Preferred Qualifications

• Familiarity with academic environments and knowledge of higher education policies, particularly related to graduate and undergraduate programs.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses.
• Tuition Benefits: Exceptional tuition assistance for you, your spouse, and dependent children at Penn and other institutions.
• Retirement Plans: Generous retirement plans allowing pre-tax or Roth savings with a variety of investment options through TIAA and Vanguard.
• Time Away from Work: Substantial paid time off for vacations, personal affairs, and recovery from illness or injury.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility, with favorable terms for new hires.
• Wellness and Work-life Resources: Programs and resources to support health, family, and work-life balance.
• Professional and Personal Development: Resources to advance personal and professional growth.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, and cultural and recreational activities.
• Discounts and Special Services: Discounts on arts and entertainment, transportation, mortgages, cellular phone service, movie tickets, and theme parks.
• Flexible Work Hours: Creative approaches to work hours and locations to promote work-life balance.

Pay

$58,506.00 - $80,000.00 annual salary, based on candidate’s qualifications, experience, skills, and education.