Assistant Director of Operations and Site Coordinator, Academy at Penn
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
Assistant Director of Operations and Site Coordinator, Academy at Penn
Job Profile Title
Associate Director B, Student Services
Job Description Summary
The Academy at Penn is a college and career readiness program for students from Horace Furness High School and High School of the Future, both comprehensive high schools in the School District of Philadelphia. Through this program, students receive year-round, cohort-based academic, social/emotional, and community support that holds in the highest regard each participant's unique path to, through, and beyond high school. The Academy is a 5-year partnership between the School District of Philadelphia, Foundations, Inc., and the University of Pennsylvania's Graduate School of Education.
The Academy at Penn Assistant Director of Operations & Site Coordinator plays a critical role in planning, implementing, and managing year-round programming that supports students' academic and social growth. The Assistant Director oversees a four-week summer program and weekly Saturday sessions during the school year, ensuring high-quality instruction, smooth operations, and a safe, inclusive learning environment.
The Assistant Director & Site Coordinator are responsible for being on-site to oversee, manage, and execute the logistics and day-to-day operations of programming across all cohorts. Acting as the primary authority during program days, the position manages daily flow and run-of-show, oversees attendance and compliance systems, and coordinates logistics including vendors and space scheduling. The position leads family communication systems and supervises Cohort Leads to ensure smooth, consistent program delivery.
The successful candidate must be available and on-site each Saturday of the program, as well as during summer programming.
Key Responsibilities
- Serve as on-site program lead during summer and Saturdays: Act as the primary point of contact and decision-maker during program operations, ensuring a safe, organized, and high-quality experience for all participants; Provide real-time leadership, troubleshoot issues as they arise, and maintain a strong, visible presence to support staff, students, and families.
- Manage daily program flow and run-of-show: Develop and execute detailed daily schedules, ensuring all activities, transitions, and program elements run smoothly and on time; Anticipate and address operational challenges, adjust plans as needed, and communicate updates clearly to staff to maintain continuity throughout the day; Implement and monitor safety protocols, emergency procedures, and behavioral expectations; model and promote inclusivity; address incidents or concerns promptly and appropriately.
- Oversee attendance, logistics, and compliance systems: Implement and monitor systems for tracking attendance, managing materials and resources, and ensuring adherence to organizational policies and regulatory requirements; Maintain accurate records and ensure all procedures support student safety, accountability, and program integrity.
- Coordinate vendors and space scheduling: Manage relationships with external vendors and internal partners to secure and coordinate program resources, including facilities, equipment, and services; Oversee space usage and scheduling to ensure all program activities are appropriately supported and aligned with operational needs.
- Lead family communication systems: Develop and manage consistent, timely communication with families regarding schedules, expectations, updates, and student engagement; Serve as a key point of contact for family inquiries and concerns, ensuring a responsive and positive experience.
- Supervise program staff during programming: Provide direct oversight and support to program staff, setting clear expectations and ensuring alignment with program goals and daily operations; Offer guidance and foster a collaborative team environment to support effective program delivery.
- Work collaboratively with Academy at Penn leadership: Ensure integration of Saturday/Summer program goals and activities align with the overall program missions and school day activities, in order to provide a continuous and coherent year-round experience.
- Perform additional duties as assigned.
Qualifications
ESSENTIAL:
- A Bachelor's degree and 2-3 years of experience, or equivalent combination of education and experience.
- Demonstrated experience in program coordination, youth development, or camp/enrichment program management
- Experience working with many student populations of different backgrounds
- Strong leadership, organizational, and communication skills
- Ability to supervise and support staff effectively, including seasonal or part-time personnel
- Skilled in prioritizing tasks, problem-solving, and managing multiple responsibilities in a fast-paced environment
- Familiarity with safety protocols and ability to respond to incidents appropriately
- Ability to handle sensitive any confidential information with discretion.
- CPR and First Aid certification (or willingness to obtain)
PREFERRED:
- A Master's degree in education or related field (strongly preferred).
- Experience with classroom management and instruction
- Extensive experience in urban school district contexts and community-based program development
- Experience partnering with community-based organizations and educational institutions
- Commitment to culturally responsive programming
*All applicants must submit a cover letter along with their resume/CV. Cover letters can be uploaded in the resume/CV section.
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