Director of Administrative and Academic Operations - Chemical and Biomolecular Engineering - Penn Engineering

About the role

The Director of Administrative and Academic Operations for Chemical and Biomolecular Engineering (CBE) at the University of Pennsylvania will manage the office and supervise administrative staff, providing administrative support to the department chair, and assisting with department planning and project management.

Responsibilities

• Provide administrative support and act as liaison for the department chair; manage conflict, initiate resolution.
• Prepare survey reports and presentation materials; compile and summarize data, oversee the development and maintenance of key projects (conferences, workshops, special events).
• Develop and implement measures to improve operating efficiencies.
• Supervise/manage CBE office and support staff; hire, train, and evaluate performance; coordinate schedules; provide high level of quality customer service to students, faculty, internal and external customers.
• Develop an effective standard for offering staff support for faculty and their associated needs, develop metrics for determining the right workload balance, and predict growth in position needs as a function of faculty additions.
• Aid in assignment and onboarding of teaching assistants and student workers.
• Prepare dossiers for faculty and other department personnel for review, promotion, and award nominations. Collect teaching evaluations, other information gathering required for dossiers.
• Supervise logistics of CBE faculty recruitment, i.e., advertising, working with search committee, database, candidate visits; manage faculty appointments, promotions, and dossier preparation.
• Coordinate departmental meetings; maintain files; update records and stay current with applicable policies.
• Manage department communications including print, online, departmental website and social media. Information gathering for internal and external department reporting.
• Organize, plan, and oversee CBE events and activities both promotional and outreach to alumni and students.
• Create working manuals to be used as guidelines for detailed projects.
• Cook up and allocate office space for faculty, staff, and graduate students.
• Develop charts and make assessment of faculty and department needs.
• Work with Director of Facilities Planning to determine approximate present $/sq ft catalog for all present faculty and develop a model with Chair to guide allocation of future needs.
• Participate in committees associated with enhancing departmental and school image.

Qualifications

• Bachelor's degree and 3 years to 5 years of experience or an equivalent combination of education and experience.
• Previous experience in an academic environment highly preferred; knowledge of post-secondary admissions and advising; ability to manage multiple projects simultaneously; advanced computer skills, supervisory experience; event planning and time management; excellent organizational, written and oral communication skills.
• Previous experience streamlining operating efficiencies; and knowledge of research and grants helpful.
• Familiarity with financial and budget management desired.