Job Details

Department Manager, SAS- Earth & Environmental Science

Position Number: 7121078
Location: Philadelphia, PA
Position Type: Science - Geology, Earth Sciences & Oceanography

Department Manager, SAS- Earth & Environmental Science

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
Department Manager, SAS- Earth & Environmental Science

Job Profile Title
Manager B, Academic Affairs, Academic Administration

Job Description Summary
The Department Manager for the Earth and Environmental Science Department manages undergraduate, graduate, and postdoctoral programs, providing administrative support to students, faculty, and visiting researchers. Key responsibilities include department operations, administration and academic support, recruitment, orientation, visa processing and alumni relations. Management of academic appointments, reappointments and promotions, oversight of scholarships and endowments, budget and financial management, department communications management, building, space, equipment and supplies management and managing department special events and programs.

Job Description

Earth and environmental science combines elements of geology, physics, chemistry, biology and mathematics to study the Earth and its relationship with biological organisms. Areas of inquiry range from the atomic and molecular to the largest scales, from ancient times to the present and into the future. Research in the Department encompasses minerals and rocks, soils and sediments, mountains and landscapes, the atmosphere, the hydrosphere and climate, fossilized and living organisms, and human impacts on the environment.

Duties/Job Responsibilities:

Manage Department Operations, Administration, and Academic Support: Serve as the key advisor to EES regarding Penn policies for all aspects of their operations such as employment, financial matters, and all other Penn-specific policies and procedures. Manage departmental communications, prepare faculty and administrative reports, draft official correspondence, and record faculty meeting minutes for distribution among faculty. Manage all written and electronic correspondence and ensure the confidential handling of sensitive information such as salary and personnel materials. Support the Chair in strategic and administrative functions, including faculty leave requests, report preparation, and responses to internal and external inquiries. In consultation with Chair, manage the creation and submission of job requisitions, offers, and direct routine financial and travel transactions for the department with support from SAS Business Operations.

Supervision: Supervise Undergraduate Coordinator and Student Workers.

Management of Academic Appointments, Reappointments, and Promotions: Manage all faculty affairs and academic hiring processes within the department, including recruitment, onboarding, and personnel actions. Manage tenure-track and lecturer searches, maintain confidential candidate materials, and coordinate reappointment, promotion, and leave documentation for junior and senior faculty. Manage appointments for lecturers, postdocs, and visiting scholars, ensuring accurate processing in University systems. Coordinate with the visa and immigration specialists on visa and permanent residency applications for standing and visiting faculty, scholars, and students, ensuring compliance with institutional and federal requirements.

Graduate Student Management and Coordination: Oversees the full admissions process for the PhD program in EES, managing application review, data integrity, and communication with prospective students. Serve as the primary liaison between the department and the Graduate Admissions Office to ensure efficient workflows and compliance with University policies. Maintain student records and provide informed guidance to applicants throughout the admissions cycle. Provide comprehensive academic and administrative support to graduate students. Monitor student progress to ensure timely completion of degree requirements and advancement milestones. Connect students with academic, professional, and personal resources to promote success and overall well-being.

Budget and Financial Management - Manage departmental budgets, working in collaboration with the Business Office, the Department Chair, and the distributed financial specialists at Penn regarding faculty funding, and faculty/staff payroll/reimbursement. Inform Chair and Business Office of any spending issues and manage troubleshooting. Prepare materials for the annual budget meeting with the Deans

Departmental Communications Management: Manage Intra- and inter-departmental announcements. Development of a comprehensive and robust system for timely and regular announcements of seminars, colloquiums, and special events to the department and to other science departments at Penn. Coordinate with colloquium speakers to procure talk titles, abstracts and biographical schedules. Maintain the departmental email lists. Maintain EES website and social media presence and outreach.

Building, Space, Equipment and Supplies Management: Serve as the primary liaison for all department building issues, advising the Chair on office/building space. Coordinate office moves, repairs, sustainability, renovations and maintenance. Work with outside vendors if needed. Maintenance of all office equipment and supplies. Manage room reservations and other space issues for faculty. Coordinate with faculty on supply needs and direct any shipping and receiving activities.

Manage Department Special Events and Programs: Manage space reservations for special events or programs. Arrange for catering as needed for all departmental events. Make space, food, and other arrangements for the Holiday party in the Fall term, and for the Henry Darwin Rogers lecture in the Spring term. Support faculty in the management of events and programs to ensure success.

Performing other duties as assigned

Qualifications:

Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required. Candidates must demonstrate strong organizational and administrative skills, with the ability to manage multiple responsibilities effectively.

The role requires excellent written and verbal communication skills, as well as the ability to interact professionally with a range of stakeholders, including students, faculty, alumni, and external partners. Strong attention to detail and proficiency in administrative processes related to academic programs, visa paperwork, and event coordination are essential.

Experience in student recruitment, program coordination, or alumni relations is preferred. Familiarity with academic environments and knowledge of higher education policies, particularly related to graduate and undergraduate programs, is preferred. Proficiency in standard office software and systems, as well as a demonstrated ability to learn and adapt to new technologies, is necessary.

Candidates must exhibit a collaborative approach to teamwork, the ability to work independently, and a commitment to fostering an inclusive and supportive educational environment.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Arts and Sciences

Pay Range
$57,500.00 - $80,000.00 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

Equal Employment 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.

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Hayden-Hall/Department-Manager--SAS--Earth---Environmental-Science_JR00119177