Part Time Academic and Curricular Affairs Coordinator

Job Description Summary

The University of Pennsylvania Carey Law School seeks a highly organized, detail-oriented professional to provide administrative support across curricular affairs, registrar operations, and the Externship Program. This part-time position offers the opportunity to work collaboratively with faculty, students, and staff while supporting the Law School's academic mission. The Office of Academic and Curricular Affairs manages a wide range of administrative functions, including support for a large cadre of adjunct and lecturer faculty, Law Registrar administrative operations, and administration of the Externship Program. This position has a dual reporting relationship to the Director of Administration for Academic Affairs and the Director of Administration for Curricular Affairs/Executive Director of Externships. This is a part-time position requiring approximately 20 hours per week. Some additional hours may be required during peak periods, including final examinations.

Responsibilities

• Manage the preparation, distribution, and tracking of lecturer appointment letters each fall, spring, and summer.
• Onboard new lecturers in Workday and oversee completion of required onboarding tasks to ensure compliance and timely access to University systems.
• Rehire adjunct faculty in Workday, when needed, and monitor outstanding compliance requirements.
• Coordinate PennCard issuance for new adjuncts and lecturers, as needed.
• Coordinate the update of adjunct faculty webpages, including faculty titles and biographies.
• Maintain electronic student records, including filing Senior Writing forms throughout the year.
• Prepare LLM examination lists for faculty each November and March.
• Audit graduating LLM and ML students for degree completion in August, December, and May.
• Process journal enrollments each term and upload feeder file enrollment reports for Associate Editors, Senior Editors, and Board Members into University systems.
• Update and distribute the LLM Concentration Survey and the JD Concentration in Law and Technology Survey each spring.
• Audit concentration survey responses to verify completion of program requirements and coordinate transcript notation with the Office of the University Registrar.
• Assist with all aspects of final examination preparation, including assembling examination packets for students with accommodations.
• Proctor final examinations during December and April/May exam periods.
• Verify and reconcile examination packet distribution and collection each examination day.
• Provide administrative support for students enrolled in externship courses.
• Coordinate the maintenance of the externship tracking database (Microsoft Lists) for fall and spring semesters, ensuring student records and required documentation remain current.
• Assist in tracking the completion of end-of-semester evaluations submitted by externship site supervisors and students.
• Assist in tracking Gittis Externship Program applications throughout the academic year.
• Upload externship opportunities to the Law School website using the content management system as positions become available.
• Provide administrative support for externship courses, including preparing instructional materials.
• Perform other duties and special projects as assigned in support of the Office of Academic and Curricular Affairs.

Qualifications

• Bachelor's degree and two to three years of progressively responsible administrative experience or an equivalent combination of education and experience is required.
• Experience in higher education or faculty affairs is strongly preferred.

Skills

• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• The ability to manage multiple priorities, meet deadlines, and adapt to changing priorities.
• Sound judgment and discretion in handling confidential information.
• A collaborative, customer service-oriented approach to working with faculty, students, and colleagues.
• Proficiency with Microsoft Office applications, particularly Excel.
• Experience with Workday, Microsoft Lists, content management systems, or similar enterprise software is preferred.
• A commitment to the collaborative work environment and Staff Ideals of the University of Pennsylvania Carey Law School is essential.

Pay

$21.52 - $30.00 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

Benefits

• Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits.
• Generous retirement plans (Basic, Matching, and Supplemental) on a pre-tax or Roth basis with a wide variety of investment options through TIAA and Vanguard.
• Substantial time away from work during the course of the year.
• Long-term care insurance in partnership with Genworth Financial (new hires may apply without proof of good health).
• Wellness and work-life resources and programs.
• Access to University resources, libraries, athletic facilities, arboretum, art galleries, and cultural and recreational activities (many free for faculty and staff and their families).
• Discounts and special services on arts and entertainment, transportation, mortgages, new cars, cellular phone service plans, movie tickets, and theme park admissions.
• Flexible work hours and creative approaches for completing work while promoting work-life balance.