Associate Director of Administrative Projects (Hybrid Eligible)

  • University of Pennsylvania
  • Hybrid (Philadelphia, PA, USA)
  • Nov 16, 2022
Full time Human Resources & Affirmative Action

Job Description

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Associate Director of Administrative Projects (Hybrid Eligible)

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Associate Director of Administrative Projects (Hybrid Eligible)

Job Profile Title
Associate Director D

Job Description Summary
Associate Director of Administrative Projects (Perelman School of Medicine)

Job Description Summary
The primary function of this position will be to manage administrative projects on behalf of the Executive Director of Administration (EDADM)for the Perelman School of Medicine. The position is responsible for managing the complete life cycle of moderate to complex administrative projects, including approval, planning, execution, and closeout to ensure planned results are achieved on time. The position must provide the necessary leadership to advance the projects, identify and resolve roadblocks, collaborate with other areas as applicable (e.g., UPHS, central University, CPUP) and have the ability to do this independently with minimal direction. Develops budgets and timelines and ensures progress to plan and track critical project achievements. The position coordinates the activities of cross-functional project teams. The position has in-depth experience, knowledge, and skills in human resources. The position has demonstrated the ability to understand and consolidate large amounts of HR data into user-friendly documents that help guide and instruct projects as appropriate. Acts as a resource for colleagues with less experience. In coordination with the EDADM, help identify and prioritize projects most beneficial to PSOM. Operates professionally and when appropriate and necessary works independently and collaboratively across the School with BAs and other leadership around PSOM and University. Other related duties as assigned.

Core Responsibilities
Provides research and assistance to EDADM and School leadership in developing and designing new projects.
Uses formal processes and tools to manage resources, budgets, risks, and changes to scope.
Manages project status and information through formal briefings, project update meetings, and written, electronic and graphic reports.
Develops, maintains, and manages detailed project plans, action items, and major milestone timelines for all assigned projects. Monitors and creates project deliverables.
Coordinates with other projects and initiatives which may impact the successful completion of the project.
Manages all assigned projects to completion, ensuring on-time delivery and maintaining project ownership.
Acts as the single point of contact for project status. Maintaining communication with stakeholders.
Facilitates project meetings.
Addresses problems and roadblocks through contingency planning and presents solutions or options to the EDADM. Ensures effective implementation of solutions/changes.
Consistently exercises judgment and discretion in matters of significance.
Other duties and responsibilities as assigned

Certification SHRM certification preferred
Education Bachelor's degree required
Work Experience 5-7 Years in Human Resources

Job Description

Associate Director of Administrative Projects (Perelman School of Medicine)

Job Description Summary

The primary function of this position will be to manage administrative projects on behalf of the Executive Director of Administration (EDADM)for the Perelman School of Medicine. The position is responsible for managing the complete life cycle of moderate to complex administrative projects, including approval, planning, execution, and closeout to ensure planned results are achieved on time. The position must provide the necessary leadership to advance the projects, identify and resolve roadblocks, collaborate with other areas as applicable (e.g., UPHS, central University, CPUP) and have the ability to do this independently with minimal direction. Develops budgets and timelines and ensures progress to plan and track critical project achievements. The position coordinates the activities of cross-functional project teams. The position has in-depth experience, knowledge, and skills in human resources. The position has demonstrated the ability to understand and consolidate large amounts of HR data into user-friendly documents that help guide and instruct projects as appropriate. Acts as a resource for colleagues with less experience. In coordination with the EDADM, help identify and prioritize projects most beneficial to PSOM. Operates professionally and when appropriate and necessary works independently and collaboratively across the School with BAs and other leadership around PSOM and University. Other related duties as assigned.

Core Responsibilities

  • Provides research and assistance to EDADM and School leadership in developing and designing new projects.
  • Uses formal processes and tools to manage resources, budgets, risks, and changes to scope.
  • Manages project status and information through formal briefings, project update meetings, and written, electronic and graphic reports.
  • Develops, maintains, and manages detailed project plans, action items, and major milestone timelines for all assigned projects. Monitors and creates project deliverables.
  • Coordinates with other projects and initiatives which may impact the successful completion of the project.
  • Manages all assigned projects to completion, ensuring on-time delivery and maintaining project ownership.
  • Acts as the single point of contact for project status. Maintaining communication with stakeholders.
  • Facilitates project meetings.
  • Addresses problems and roadblocks through contingency planning and presents solutions or options to the EDADM. Ensures effective implementation of solutions/changes.
  • Consistently exercises judgment and discretion in matters of significance.
  • Other duties and responsibilities as assigned



Certification SHRM certification preferred

Education Bachelor's degree required

Work Experience 5-7 Years in Human Resources or equivalent combination of education and experience required.

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid Eligible - This position is eligible for a hybrid work schedule with a workweek that is divided between working onsite and working remotely.

Department / School
Perelman School of Medicine

Pay Range

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


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