Academic Operations Manager, Online Programs - Penn Engineering

Academic Operations Manager, Online Programs - Penn Engineering

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
Academic Operations Manager, Online Programs - Penn Engineering

Job Profile Title
Coordinator B

Job Description Summary
Penn Engineering's world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/

The Academic Operations Manager for Online Programs plays an important role in the new Office of Academic Innovation, which is dedicated to delivering exceptional engineering education. Reporting to the Director of Online Student Experience, this position manages academic processes, workflows, and communications for online master's degrees, dual degrees, certificates, and non-degree students-serving over 3,000 learners worldwide.

This role works closely with the school's Office of Academic Services (OAS) to manage program and course rostering, enrollment processes, and student workflows. As the online student population grows, this position will evolve to meet emerging needs. It's an exciting opportunity to support students in achieving their academic and professional goals.

Job Description
Responsibilities
Academic Operations:

• Serve as the main point of contact with the OAS registrar and operations team as well as University partners as needed.
• Efficiently and accurately process student requests such as transfer credits, leave of absences, returns from leaves, advisor holds, course and program withdrawals, petitions, tuition and fee adjustments, enrollment deposits, finalize graduation audits, and manage official transcript vendor relationships.
• Coordinate with the Office of the University Registrar to submit new courses and programs for approval, prepare and submit semesterly rosters, and collaborate with key stakeholders to finalize and release course schedules accurately and on time.
• Manage and maintain degree program audits.
• Ensure that the Dean's Master's Scholarship, Grace Hopper, and Teaching and Learning Practicum Fellowship are applied to students' accounts.
• Maintain course waitlists and register students for permitted courses.
• Help to streamline and improve existing and new workflows related to academic operations.

Student Affairs Operations:

• Support escalated student cases by managing complex workflows. Collaborate with faculty, course staff, and the Office of Academic Services to ensure efficient facilitation and resolution of cases.
• In collaboration with the Director for Online Student Experience, update and maintain the Online Student Handbook.

Communications & Information Management

• Manage all cyclical student communications, ensuring clarity, consistency, and alignment with program objectives.
• Help develop communication plans to promote student engagement opportunities.
• Maintain the Academic Program Calendar and public Course Schedule, ensuring accurate and timely updates across documents, websites, and communication platforms.
• Regularly review and update the course catalog, program guidelines, and other student-facing materials to reflect current offerings, policies, and procedures.
• Collaborate with stakeholders to ensure communication materials are engaging, accessible, and effectively distributed to relevant audiences.

Administrative Support

• Assist with planning and organizing our large-scale, in-person events such as Commencement Reception and Fall Fest.
• Oversee work-study positions.

Other duties as assigned

Qualifications

• Bachelor's degree and a minimum of 2-3 years of experience, preferably in higher education, student affairs or a closely related field, or an equivalent combination of education and experience
• Demonstrated experience supporting graduate-level and/or working professional students preferred
• Strong customer service skills, positive attitude and attention-to-detail
• Intermediate Excel skills such as pivot tables, vlookup and filters
• Experience with a CRM system such as Slate strongly preferred
• Experience maintaining student records and working with student information systems strongly preferred
• Proficient with GSuite
• Excellent written and verbal communication skills
• Experience working in a highly collaborative team environment preferred

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Engineering and Applied Science

Pay Range
$43,919.00 - $65,000.00 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, 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay


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