Operations Manager

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.

Job Description Summary

The Operations Manager is responsible for day-to-day management of operations for the Penn Center for Innovation (PCI), including human resources, facilities, and administrative responsibilities on a broad basis. This position handles and supports a wide range of HR related activities, serving as the primary liaison to Provost HR and as HR Analyst and timekeeper for PCI as well as closely partnering with Provost HR on recruiting. This position will manage the hiring, onboarding, training and offboarding of PCI staff. The position will act as the department's Workday expert and help staff resolve issues related to the same. The position is responsible for overseeing facility management issues, including maintenance, employee seating and equipment, AV, facility improvement, and supply orders. This position will lead PCI's activities with Penn's Mission Continuity Program (MCP) in coordination with the Director IP and Operations, and Senior Business Systems Analyst. The Operations Manager oversees and manages recruiting, hiring and performance for two direct reports and all student workers. The Operations Manager will create and maintain materials and knowledge related to HR practices and policies, mission continuity, staffing, and space management.

Job Responsibilities

• Serve as the primary liaison to Provost HR and as HR Analyst and timekeeper for PCI. This includes initiating and managing HR transactions related to hiring, internal movement, salary adjustments/reclassifications, among others. Closely partner with Provost HR on recruiting activities related to compensation recommendations and offer letters as well as managing on-boarding and off-boarding activities.
• Manage and supervise departmental administrative assistant, front desk administrative assistant, and student workers. Serve as primary contact person for administration including staffing of the reception desk, hiring, training, and other high-level administrative responsibilities as assigned.
• Provide support for all strategic goals and human resource activity at PCI including training, staff development, performance reviews, etc.
• Acts as a resource regarding basic HR questions including department and Penn policies and procedures and WorkDay. Stay up to date with Penn's policies and attend HR and WorkDay training sessions. Create and maintain SOPs for departmental use.
• Oversee all facility management issues including maintenance, employee seating and equipment, facility improvement, and oversight of supply orders. Serve as the primary liaison with building administration.
• Lead PCI's activities with Penn's Mission Continuity Program (MCP) in coordination with the Director IP and Operations, and Senior Business Systems Analyst. This includes completing required training, maintaining the business continuity plan (BCP), and business impact analysis (BIA), attending regular mission continuity meetings, and coordinating the annual tabletop exercise.

Qualifications

• Bachelor's Degree and 2-3 years of experience or equivalent combination of education and experience
• Strong customer service orientation and clear communication skills
• Problem-solving skills
• Experience managing operations preferred including HR activities such as onboarding, offboarding, training, performance management; and facilities activities such as space management, supplies and equipment
• Workday experience helpful but not required