Job Details

Operations Manager
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Position Number: 5641070
Location: Philadelphia, PA
Position Type: Student Affairs and Services

Operations Manager

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
Operations Manager

Job Profile Title
Administrative Coordinator

Job Description Summary
The Family Resource Center is a hub for information, resources, activities and advocacy for students and post-docs with children. The Family Center provides a forum for student parents to connect and develop supportive networks, and offers a welcoming and family-friendly environment for Penn students, post-docs, caregivers, and children.

The Operations Manager will manage the general operations of the Family Resource Center, including support for the facility, i.e. staffing the center, sustaining public spaces, ordering of supplies and assistance with projects. They will oversee Family Center memberships, including management of the membership database, processing requests and orientation of new members to policies and ensure members adhere to policies. The Operations Manager will help develop member-led initiatives and special projects. The Operations Manager will train, schedule, and supervise student workers, and organize staff meetings and events. They will provide administrative support to other full-time staff, including processing financial transactions, assist with hiring paperwork, and general assistance with campus partner communications, and provide support for committees and groups. They will support the website and technology projects.

Job Description

Job Responsibilities

Management of center operations; staff the Center, order supplies, maintain inventory, manage space requests. Assist with facilities management and special projects.
Manage memberships, initiatives and special projects; process requests, manage and maintain database, ensure Center policies and procedures are communicated to members and visitors.
Provide administrative support; process reimbursements, requisitions, and individual payments, and ensure payments are made to vendors. Set up accounts and assist with process hiring paperwork for new student and employees. Organize staff and board meetings and events, including ordering food and meeting set-up.
Train and assist with supervising student workers including maintaining staff schedules, organizing training and staff meetings. Train staff and fellows on website, technologies, security systems, and operational and programming processes and systems.
Support programs, events, and special projects, and committees.
Communications support, including regular website updates, support web and technology projects, and management of calendar system support.
Other duties as assigned.

Qualifications

Associate's Degree and minimum 2-3 years of office, retail, childcare, or center management experience, preferably working with families, facilities, and technology.
Empathy and Cultural Competence: Ability to work and communicate effectively with diverse student and family populations.
Organizational Skills: Detail-oriented and capable of managing multiple time-sensitive complex tasks.
Collaborative Spirit: Willingness to work collaboratively with colleagues, students, and external partners.
Passion for Student Success: A commitment to supporting student-parents in achieving their academic goals.
Must be able to work occasional evenings and weekends.

Preferred

Web and communication experience preferred.
Experience in staff oversight and training preferred.
Experience working with student parents, graduate students, and families preferred.
Knowledge of Penn systems is a plus.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Provost's Center

Pay Range
$20.45 - $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, as well as internal and market factors and grade profile.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Graduate-Student-Center/Operations-Manager_JR00093855