Office Manager, Biddle Law Library (HYBRID ELIGIBLE)
University of Pennsylvania

Philadelphia, Pennsylvania

Posted in Education and Training


This job has expired.

Job Info


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.

COVID-19 vaccination or a University authorized exemption is a requirement for all positions at the University of Pennsylvania. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.

Posted Job TitleOffice Manager, Biddle Law Library (HYBRID ELIGIBLE)Job Profile TitleAdministrative CoordinatorJob Description SummaryPenn Law is one of the nation's oldest and most distinguished law schools. The school offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making Penn Law an extraordinarily supportive academic community for its scholars and students alike.

Penn Law staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.

The Biddle Law Library is an inclusive team of professionals with a kind, collaborative spirit and a drive to innovate. We meet our strategic goals by fostering a mutually supportive culture that encourages teamwork, while also creating space for individuals to cultivate their own initiatives. Biddle is an integral part of the Penn Carey Law community. We provide essential support to our world-class faculty, highly motivated student body, and welcoming, convivial staff. Penn supports its employees' well-being with a sensible approach to hybrid work, excellent benefits, and a commitment to equity and inclusion.
Reporting to the Associate Director for Operations and Strategy, the Office Manager will fulfill a critical role in supporting and enhancing the operations of the Biddle Law Library. This position serves as lead office manager for the library and provides financial and event administrative support. The Office Manager also provides direct administrative support to the Associate Dean and Director of the Biddle Law Library and general administrative support for 30+ library personnel.Job Description

Responsibilities Include

Serve as lead office manager for the Biddle Law Library

  • Ensure office operations are running smoothly; recommend and implement office processes.

  • Provide calendaring support to the Associate Dean.

  • Provide general administrative support to library staff.

  • Assist with hiring and onboarding work study and student employees.

  • Provide administrative support for onboarding new staff.

  • Assist in travel arrangements for non-local recruits.

Office Communication and Data Management

  • Prepare, edit, maintain, and archive departmental reports, spreadsheets, presentations, and other critical data.

  • Develop and maintain an office-wide calendar, ensure publication of events to Penn Carey Law and other calendars.

  • Manage and oversee library documentation and files.

  • Draft and send acknowledgments to donors.

  • Help to manage and maintain the library's contacts on the website.

  • Serve as liaison between law library and Facilities and Information Technology Services departments to report and resolve facilities and technology-related issues.

Provide financial administrative support for Biddle Law Library

  • Work with law library leadership team to compile budget submission.

  • Serve as liaison between law library and Business Affairs office regarding financial matters, including submitting invoices for payment and tracking and reconciling expenditures.

  • Reconcile p-card expenses and journal transactions to the appropriate expense accounts. Maintain p-card digital and physical receipts.

  • Compile and review staff Concur reports.

  • Submit relocation reimbursements requests to Business Affairs.

Event Management

  • Create and manage room reservation requests.

  • Support engagement and outreach activities by providing event coordination, assisting with expense tracking, and designing promotional materials.

  • Complete all steps for program and event implementation: devise calendar, ensure appropriate marketing and invitation for events, manage RSVPs, reserve rooms and tech support, catering, etc.

  • Book travel for external guests and speakers.

Other Duties as Assigned

Qualifications:

Required:

  • HS degree and 5-7 years of experience; one to three years of administrative experience in an office environment; or equivalent combination of education and experience.

  • Ability to organize tasks and priorities, and to work with minimal supervision.

  • Ability to take initiative and assume responsibility for support functions.

  • Accuracy and efficiency in managing fiscal matters.

  • Proven ability to devise and implement systems that create efficiencies and accuracy.

  • Excellent verbal and written communication skills.

  • Excellent critical thinking skills and a proven ability to problem-solve creatively and diligently.

  • Strong facility with the Microsoft Suite (Word, Excel, Powerpoint).

  • Demonstrated experience in working within a collaborative and team structure.

  • Commitment to the Penn Carey Law Ideals.

Preferred:

  • Bachelor's degree

  • Three to five years of experience in an office environment.

  • Proficiency working in Sharepoint.

  • Experience working as an arranger within Concur

  • Experience working in higher education.

  • Experience in event planning or coordination.

  • Experience in project management.

  • Experience working in a highly diverse environment and meeting the needs of a variety of audiences is a plus as is an inclination toward a collaborative work style and work environment.

A cover letter is required with application materials.


Job Location - City, StatePhiladelphia, Pennsylvania

Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

Department / SchoolLaw SchoolPay Range$20.45 - $30.82Salary 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


This job has expired.

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