Department Manager, SAS- Earth & Environmental Science

Job Description Summary

The Department Manager for the Earth and Environmental Science Department manages undergraduate, graduate, and postdoctoral programs, providing administrative support to students, faculty, and visiting researchers. Key responsibilities include department operations, administration and academic support, recruitment, orientation, visa processing and alumni relations. Management of academic appointments, reappointments and promotions, oversight of scholarships and endowments, budget and financial management, department communications management, building, space, equipment and supplies management and managing department special events and programs.

Job Description

Earth and environmental science combines elements of geology, physics, chemistry, biology and mathematics to study the Earth and its relationship with biological organisms. Areas of inquiry range from the atomic and molecular to the largest scales, from ancient times to the present and into the future. Research in the Department encompasses minerals and rocks, soils and sediments, mountains and landscapes, the atmosphere, the hydrosphere and climate, fossilized and living organisms, and human impacts on the environment.

Duties/Job Responsibilities:

Manage Department Operations, Administration, and Academic Support:

Serve as the key advisor to EES regarding Penn policies for all aspects of their operations such as employment, financial matters, and all other Penn-specific policies and procedures. Manage departmental communications, prepare faculty and administrative reports, draft official correspondence, and record faculty meeting minutes for distribution among faculty. Manage all written and electronic correspondence and ensure the confidential handling of sensitive information such as salary and personnel materials. Support the Chair in strategic and administrative functions, including faculty leave requests, report preparation, and responses to internal and external inquiries. In consultation with Chair, manage the creation and submission of job requisitions, offers, and direct routine financial and travel transactions for the department with support from SAS Business Operations.

Supervision:

Supervise Undergraduate Coordinator and Student Workers.

Management of Academic Appointments, Reappointments, and Promotions:

Manage all faculty affairs and academic hiring processes within the department, including recruitment, onboarding, and personnel actions. Manage tenure-track and lecturer searches, maintain confidential candidate materials, and coordinate reappointment, promotion, and leave documentation for junior and senior faculty. Manage appointments for lecturers, postdocs, and visiting scholars, ensuring accurate processing in University systems. Coordinate with the visa and immigration specialists on visa and permanent residency applications for standing and visiting faculty, scholars, and students, ensuring compliance with institutional and federal requirements.

Graduate Student Management and Coordination:

Oversees the full admissions process for the PhD program in EES, managing application review, data integrity, and communication with prospective students. Serve as the primary liaison between the department and the Graduate Admissions Office to ensure efficient workflows and compliance with University policies. Maintain student records and provide informed guidance to applicants throughout the admissions cycle. Provide comprehensive academic and administrative support to graduate students. Monitor student progress to ensure timely completion of degree requirements and advancement milestones. Connect students with academic, professional, and personal resources to promote success and overall well-being.

Budget and Financial Management

Manage departmental budgets, working in collaboration with the Business Office, the Department Chair, and the distributed financial specialists at Penn regarding faculty funding, and faculty/staff payroll/reimbursement. Inform Chair and Business Office of any spending issues and manage troubleshooting. Prepare materials for the annual budget meeting with the Deans.

Departmental Communications Management:

Manage Intra- and inter-departmental announcements. Development of a comprehensive and robust system for timely and regular announcements of seminars, colloquiums, and special events to the department and to other science departments at Penn. Coordinate with colloquium speakers to procure talk titles, abstracts and biographical schedules. Maintain the departmental email lists. Maintain EES website and social media presence and outreach.

Building, Space, Equipment and Supplies Management:

Serve as the primary liaison for all department building issues, advising the Chair on office/building space. Coordinate office moves, repairs, sustainability, renovations and maintenance. Work with outside vendors if needed. Maintenance of all office equipment and supplies. Manage room reservations and other space issues for faculty. Coordinate with faculty on supply needs and direct any shipping and receiving activities.

Manage Department Special Events and Programs:

Manage space reservations for special events or programs. Arrange for catering as needed for all departmental events. Make space, food, and other arrangements for the Holiday party in the Fall term, and for the Henry Darwin Rogers lecture in the Spring term. Support faculty in the management of events and programs to ensure success.

Performing other duties as assigned.

Qualifications:

Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required. Candidates must demonstrate strong organizational and administrative skills, with the ability to manage multiple responsibilities effectively.

The role requires excellent written and verbal communication skills, as well as the ability to interact professionally with a range of stakeholders, including students, faculty, alumni, and external partners. Strong attention to detail and proficiency in administrative processes related to academic programs, visa paperwork, and event coordination are essential.

Experience in student recruitment, program coordination, or alumni relations is preferred. Familiarity with academic environments and knowledge of higher education policies, particularly related to graduate and undergraduate programs, is preferred. Proficiency in standard office software and systems, as well as a demonstrated ability to learn and adapt to new technologies, is necessary.

Candidates must exhibit a collaborative approach to teamwork, the ability to work independently, and a commitment to fostering an inclusive and supportive educational environment.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Arts and Sciences

Pay Range

$57,500.00 - $80,000.00 Annual Rate