Job Details

Associate Director, University Council and Special Projects

Position Number: 6212138
Location: Philadelphia, PA
Position Type: Administrative Vice Presidents

Associate Director, University Council and Special Projects

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, University Council and Special Projects

Job Profile Title
Associate Director C, Academic Affairs

Job Description Summary
Reporting to the Associate Vice President and Associate University Secretary (AVP), the Associate Director (AD) provides lead support and is responsible for the work of University Council in the Office of the University Secretary (OUS). The AD is a collaborative partner to the AVP and Secretary on the priorities and special projects of the OUS in relation to the work of the Trustees and governance of the University. The role will work with the AVP and Secretary, as well as work autonomously on special projects and priorities of the OUS including ongoing governance work.

Job Description

Key Responsibilities

Serve as a member of the OUS team to assist in executing and implementing short and long-term strategies and priorities to support the governance work of the OUS.
Administer all activities and programs associated with University Council, the University Council Steering Committee, its one independent and five standing committees. Coordinate all arrangements and logistics for the Steering Committee and University Council meetings. Work with the AVP as well as the Office of the Faculty Senate in developing agendas, committee charges, and focus issue topics for presentations.
Prepare all briefings for the President, Provost, and AVP relating to University Council and Steering. This includes drafting and editing agendas and meeting minutes as well as managing and collaborating with various high-ranking offices to ensure the timely arrival of materials and presentations and New Business and Open Forum responses.
In consultation with the Office of the Faculty Senate, manage Steering Committee issues. This includes drafting, editing, and distributing all materials, ensuring the necessary quorum, fielding all inquiries, and drafting the Steering Committee Annual Report.
Manage the UC Open Forums to ensure a productive and open dialogue with the University Community. This includes drafting all advertisements, fielding inquiries from all interested speakers, identifying administrator respondents, referring speakers elsewhere as needed, and managing all necessary follow-up communications with University colleagues for the responses reported by the AVP.
Point of contact for all offices and the OUS for all matters pertaining to University Council. This includes implementing deadlines and overseeing all Council communications and the Council website.
Serve as chief writer/correspondent for University Council, including drafting meeting minutes and remarks for AVP for both the Steering Committee and University Council meetings.
Interface with the faculty University Council Committee Chairs in finalizing their year-end reports and ensure deadlines are met.
Facilitate the membership of staff and student representatives on the University Council committees. This includes aiding the constituencies in scheduling their recruitment process, fielding questions, providing information for their orientation efforts, and partnering with the office of Faculty Senate in planning chair and liaison orientation and presenting to student leaders' orientation meeting each semester.
Prepare various supplemental research reports and briefings for the AVP, President and Provost.
Partner with the AVP in support of ongoing governance work of the Trustees and University Council. Provide varied support to the Office to ensure the effective operation of governance support functions.
Work with the AVP on special projects and priorities of the OUS.
In collaboration with the AVP, develop, execute, and implement, in partnership with the Office of the President, special projects in support of the priorities of the OUS.
Serve as liaison between the Office of the University Secretary and internal and external constituents regarding University Council matters and governance. Work collaboratively to resolve issues regarding the Steering Committee and University Council as they arise.
Serve as liaison to University advisory committees representing the Office of the Secretary.
Develop and maintain a strong working knowledge of the priorities of the Office of the Secretary.
Build relationships with colleagues in the Offices of the President, Provost, SEVP, Penn Medicine and other campus colleagues.
Assist with Trustee events and other special events (Convocation, Commencement), as needed, as managed by the OUS and the Office of the President.
Perform other duties as assigned and work occasional evening and weekend events as needed.

Qualifications

Bachelor of Arts and 3 to 5 years of project management experience or equivalent combination of education or experience is required, preferably in a higher education or non-profit environment . Experience in development, governance or special events is a plus.
Excellent written and oral communication skills.
Superior organizational skills, attention to detail, and ability to prioritize and bring multiple tasks from inception to completion; experience in major event or project management within a large, decentralized organization.
Demonstrated ability to work autonomously. Must be able to work effectively with various members of the University community with tact, confidentiality, diplomacy and professionalism. Demonstrated experience in handling confidential information with discretion.
Must have strong analytical skills and the ability to work collaboratively with team members.
Demonstrated ability to meet deadlines.
Maintain trusted, confidential, and professional relationships within the University and external constituents.
Advanced/Superior knowledge of and experience with Microsoft Office, FileMaker Pro, and some web editing/design HTML/Drupal.
Use excellent judgment, diplomacy, discretion, initiative, and critical thinking in performing duties.
Willingness to work occasional evening hours/weekends, as needed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
President's Center

Pay Range
$66,000.00 - $90,000.00 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/College-Hall---2nd-Floor/Associate-Director--University-Council-and-Special-Projects_JR00105836