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Associate Director of Divisional Operations, Policy, Organizations, Leadership, and Systems (POLS)

University of Pennsylvania

Philadelphia, PA

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JOB DETAILS
SALARY
$58,506–$70,000 Per Year
SKILLS
Academic Affairs, Administrative Skills, Campaigns, Canvas, Catering Services, Centralized Operations/Management, Channel Strategies, Closing Costs, Conference Management, Continuous Improvement, Course Coordination, Cross-Functional, Documentation, Ecosystems, Entertainment and Media, Event Management, Faculty Administration, Financial Aid, Financial Policies, Financial Procedures, Follow Through, Leadership, Legal, Logistics, Logistics Management, Maintain Compliance, Mortgage, Music, News Reporting, Onboarding, Operational Support, Operations Management, Plan Meetings, Process Improvement, Program Evaluation, Project/Program Coordination, Purchasing/Procurement, Record Keeping, Regulatory Compliance, Reimbursement, Resource Management, Scholarship, Student Admissions, Student Services, Theater Production, Time Management, Training/Teaching, University Library
LOCATION
Philadelphia, PA
POSTED
3 days ago


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 Large Employers in 2023.




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.








Posted Job Title

Associate Director of Divisional Operations, Policy, Organizations, Leadership, and Systems (POLS)





Job Profile Title

Associate Director B, Student Services, Graduate Programs





Job Description Summary

The Associate Director of Divisional Operations serves as a key operational leader driving the efficiency, continuity, and excellence of academic divisions and programs. This role holds broad responsibility for shaping and stewarding the administrative infrastructure that enables faculty, students, and staff to thrive — orchestrating complex, cross-functional operations that span student services, academic programming, resource management, and institutional coordination.


As a trusted operational partner to division leadership, the Associate Director exercises significant independent judgment in managing competing priorities, resolving operational challenges, and implementing process improvements that enhance the academic experience. This individual functions as a central hub of institutional knowledge and serves as a high-visibility point of contact — building and maintaining critical relationships across the university ecosystem to ensure programs run with precision and purpose.





Job Description


Key Responsibilities

+ Student Support & Program Coordination: Serve as the division's primary student-facing leader, independently guiding students through program milestones, registration, and academic procedures with a high degree of knowledge and responsiveness; Direct advising operations, including advisor/advisee assignments and the onboarding and integration of graduate assistants into divisional workflows; Partner strategically with the Student Records Office to ensure the accuracy and integrity of all academic records — monitoring student status, graduation timelines, course registration, graduation applications, and compliance audits; Own and continuously improve student-facing resource platforms (e.g., Canvas); lead annual review processes and maintain comprehensive tracking of student progress across the division; Serve as a liaison to the Office of Admissions and Financial Aid, Office of Student Success, and the Office of Academic Affairs.

+ Administrative and Operational Support: Independently manage the full scope of divisional operations, providing high-level administrative leadership to faculty, division leadership, and division managers across all programs; Direct the planning, coordination, and documentation of division meetings and events — overseeing scheduling, space logistics, materials preparation, and follow-through; Serve as the division's central point of operational contact, managing inquiries, visitors, and communications with professionalism and institutional knowledge; Administer and continuously optimize electronic filing systems, divisional calendars, internal communications infrastructure, and listserv management to ensure seamless information flow across the division.

+ Event & Meeting Coordination: Lead end-to-end logistical planning and execution for a broad range of divisional events, including faculty meetings, student programming, and high-profile VIP visits; Manage all event logistics — catering, space reservations, transportation, vendor coordination, and on-site execution — ensuring polished, seamless experiences; Play a central role in the planning and delivery of major divisional and institutional events, including Open Houses, Preview Days, and conference receptions.

+ Admissions & Student Success Support: Serve as a key operational partner in the admissions process, working closely with the Office of Admissions and Financial Aid to support prospective and admitted student engagement; Independently coordinate recruitment and yield events, communications campaigns, and admissions-related programming (may include limited evening and weekend hours); Lead operational contributions to orientation planning and implementation in collaboration with division managers and central offices.

+ Purchasing & Reimbursements: Exercise independent oversight of divisional purchasing activity, including office and academic supplies, books, catering, and contracted services; Maintain accurate expenditure records and submit part-time faculty and teaching assistant appointment data to the Business Office in a timely and compliant manner; Process payments and reimbursement requests in full accordance with institutional financial policies and procedures.

+ Course & Instructional Support: Independently manage course registration operations, including permit processing, roster maintenance, and enrollment coordination across division programs; Serve as the primary operational resource for faculty and teaching assistants on instructional support needs; Administer program-specific assessments (e.g., comprehensive exams) and maintain accurate, accessible course resource materials for all divisional offerings.

+ Special Projects & Additional Duties: Execute special projects, including program initiatives and conference planning; Perform additional duties as assigned in support of divisional and school-wide priorities.






Qualifications


ESSENTIAL:

+ A Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required.






*All applicants must submit a cover letter detailing their interest in the position. Cover letters can be uploaded to the same section as the resume/CV section.








Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Graduate School of Education





Pay Range

$58,506.00 - $70,000.00 Annual 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.




Equal Opportunity Statement


The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics) , citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law .




Special Requirements Background checks may be 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



The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status, or any class protected under applicable federal, state or local law.

About the Company

U

University of Pennsylvania

Penn's beautiful urban campus provides easy access to a range of educational, cultural, and recreational activities. We offer excellent healthcare and tuition benefits for you and your family, as well as generous retirement benefits, professional development opportunities and flexible work options. Penn is a diverse, multicultural learning community at the cutting edge of research and information technology. Click here to read more about why we're a Best Employer. Not only does Penn offer a unique environment within the city of Philadelphia to work, we also provide a wide array of employee benefits. From a competitive retirement program and comprehensive health care options to health promotion and wellness services and tuition assistance, there's a wealth of opportunities and resources available to you at Penn.

Penn is frequently cited as an outstanding employer:

  • Recipient of the 2010 Terri Lynne Lokoff Child Care Foundation Corporate Leadership Award for commitment to supporting worklife balance programs.
  • Selected as a recipient of the 2010 Healthy Workplace Award by the Philadelphia Business Journal and presenting sponsor UnitedHealthcare
  • Recognized as a 2010 Top Workplace by The Philadelphia Inquirer/Daily News.
  • Recipient of the 2009 Vision Award for commitment to workforce diversity and economic inclusion.
  • Selected for Computerworld's 100 Best Places to Work in IT six years in a row!
  • Recognized by the Delaware Valley Association for the Education of Young Children as a 2006 Best Employer for Working Parents
  • Named a Best Place to Work in the November 2007 issue of Philadelphia Magazine.
  • Designated a Best Workplace for Commuters by the National Center for Transit Research
COMPANY SIZE
100 to 499 employees
INDUSTRY
Advertising and PR Services
FOUNDED
1990
WEBSITE
http://www.cmimedia.com/