& Administrative Operations; Division of
Business Services
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
BSD HR Generalist & Administrative Operations; Division of
Business Services
Job Profile Title
Human Resources Administrator School/Center B
Job Description Summary
The HR Generalist & Administrative Operations Coordinator
supports the Division of Business Services (BSD) by providing
comprehensive HR generalist support and overseeing key divisional
HR programs and central administrative operations. Reporting to the
Executive Director of Business Services, this role provides
hands-on HR partnership across a complex, multi-unit organization
and serves as a trusted resource to managers, supervisors, and
employees.
In addition to advanced HR Generalist responsibilities, the
position has primary responsibility for several division-wide
programs, including student employment, staff onboarding, learning
and compliance administration, and the day-to-day operation of the
BSD central office suite.
The position serves as the divisional authority for student
employment, managing and administering processes supporting more
than 300 student and apprentice hires annually while ensuring
consistency, compliance, and an effective hiring experience across
BSD. The role also manages the Division's centralized staff
onboarding program and serves as BSD's Learning Lead.
This position advises supervisors and managers on employee and
labor relations matters, including performance management,
corrective action, workplace investigations, policy interpretation,
and collective bargaining agreement administration. The role
requires sound judgment, strong organizational and analytical
skills, a high degree of discretion, and the ability to manage
multiple priorities in a fast-paced, service-oriented
environment.
Job Description
Job Responsibilities
Employee & Labor Relations
- Serve as a primary HR advisor to assigned BSD client groups,
providing guidance on employee relations matters including
performance management, corrective action, workplace
investigations, policy interpretation, and complex employment
issues.
Independently assess employee relations matters, interpret
applicable policies and collective bargaining agreements, and
recommend appropriate courses of action consistent with University
standards and employment law.
Conduct and manage workplace investigations, including case
planning, fact-finding, documentation, analysis, and
recommendations.
Support labor relations activities, including grievance
administration, collective bargaining agreement interpretation, and
first-step grievance meetings as needed.
Partner with managers and supervisors to strengthen performance
management practices, improve documentation, and resolve workplace
issues effectively and consistently.
Compensation Support
- Provide compensation-related administrative support in
partnership with the Executive Director, including approved
additional pay requests, promotions, salary adjustments, and other
compensation actions.
- Support the annual merit process, including preparation,
review, tracking, and timely completion of merit documentation and
related materials.
- Assist with compensation-related analysis and documentation as
needed.
Talent Acquisition, Workforce Planning & Student
Employment
- Partner with hiring managers to assess workforce needs, shape
recruitment strategies, and support staffing decisions aligned with
operational and organizational priorities.
- Coordinate and support the full talent acquisition lifecycle in
partnership with Central Talent Acquisition, ensuring consistency,
compliance, and a positive candidate experience.
- Serve as the divisional authority and Program Manager for
student and apprentice employment, with responsibility for
establishing, administering, and maintaining division-wide student
hiring processes supporting more than 300 hires annually.
- Consult with departments on student recruitment, hiring,
onboarding, and employment requirements while promoting consistent
processes and clear accountability across BSD.
- Monitor student hiring activity and identify opportunities to
improve efficiency, compliance, and service delivery.
- Support workforce planning through analysis of staffing levels,
turnover, vacancies, and operational demand.
- Manage the Division's centralized staff onboarding program,
ensuring timely completion of required training, compliance
requirements, HR documentation, and related onboarding
activities.
HR Operations, Compliance & Governance
- Provide functional oversight of HR operations and governance
activities, ensuring accuracy, consistency, and audit readiness
across key employment lifecycle processes.
- Coordinate divisional HR compliance activities, including I-9
oversight, audit preparation, regulatory reporting, and labor law
posting requirements.
- Serve as BSD Learning Lead, overseeing compliance training
administration and reporting and partnering with the Workday
Learning team to design and implement BSD-specific learning
programs through Workday Learning.
- Monitor completion of required learning and support departments
in maintaining compliance with University and divisional training
requirements.
- Monitor and analyze workforce metrics, including FTE
reconciliation, overtime trends, turnover, and other workforce data
to support leadership decision-making.
- Serve as a BSD Compliance Officer representative and
collaborate with the Office of Affirmative Action and other
University partners as needed.
Operational Leadership & Administrative
Oversight
- Maintain operational accountability for the BSD central office
suite, ensuring consistent delivery of front-line administrative
services supporting executive leadership, staff, guests, and
visitors.
- Coordinate day-to-day office operations, including workflow
management, shared administrative resources, facilities-related
needs, office access, supplies, conference room coordination, and
other operational requirements.
- Manage the BSD central office student workforce, including
recruitment, supervision, scheduling, training, performance
management, and development of reception and HR intern staff.
- Ensure appropriate front-desk and administrative coverage and
maintain service standards for the central office.
- Coordinate administrative and operational matters requiring
collaboration with internal University partners and vendors.
Programs, Projects & Continuous Improvement
- Lead and support HR and administrative initiatives requiring
cross-functional coordination, independent judgment, and
problem-solving.
- Identify operational gaps, process inefficiencies, and
compliance risks and recommend practical improvements.
- Develop and implement processes that improve service delivery,
consistency, accountability, and operational effectiveness.
- Support divisional projects and priorities as assigned by the
Executive Director.
Work Environment
BSD operates in a dynamic, service-driven environment supporting
operations that function 24 hours a day, seven days a week. While
the position primarily follows a standard business schedule,
occasional evening or weekend support may be required based on
divisional priorities.
Qualifications
- Bachelor's degree and 3-5 years of progressively responsible
experience in human resources or a related field, or an equivalent
combination of education and experience.
- Demonstrated HR Generalist experience in a complex, fast-paced
organization.
- Experience in employee relations, performance management,
workplace investigations, and policy interpretation strongly
preferred.
- Experience supporting labor relations, collective bargaining
agreement administration, and/or grievance processes strongly
preferred.
- Experience supporting full-cycle talent acquisition and
high-volume hiring preferred.
- Strong working knowledge of employment laws, HR policies, and
compliance requirements.
- Proficiency with HRIS platforms; Workday experience strongly
preferred.
- Experience with Workday Learning or similar learning management
systems preferred.
- Experience supervising student employees, interns, temporary
staff, or other support staff strongly preferred.
- Experience with financial or administrative systems, including
BEN Financials or similar platforms, preferred.
- Strong analytical, organizational, project management, and
problem-solving skills.
- Excellent interpersonal, written, verbal communication, and
conflict resolution skills.
- Demonstrated ability to exercise discretion, sound judgment,
and professionalism when managing sensitive and confidential
matters.
- Ability to manage multiple priorities, work independently, and
provide responsive service in a complex environment.
About the Division of Business Services
The Division of Business Services (BSD) supports the individual and
collective needs of the Penn community by delivering
mission-critical services and essential operations in a
customer-focused, fiscally responsible manner.
BSD is currently focused on three strategic priorities:
- Revenue growth and retention through improved marketing,
expanded services, and new distribution channels
- Driving productivity for the Division and its customers through
enhanced use of technology
- Enhancing service offerings through facility upgrades and
expansions
Learn more:
https://business-services.upenn.edu/
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Business Services
Pay Range
$65,628.00 - $85,500.00 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/3401-Walnut-Street-A-Wing---4th-Floor/BSD-HR-Generalist---Administrative-Operations--Division-of-Business-Services_JR00128231-1
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