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Program Coordinator, Human Resources
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
Program Coordinator, Human Resources
Job Profile Title
Job Description Summary
The University of Pennsylvania Carey Law School 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 the Law School an extraordinarily supportive academic community for its scholars and students alike.
The University of Pennsylvania Carey Law School 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. Penn Law recruits, attracts, and maintains a talented and dedicated work force with diverse skills and talents.
Reporting to the Director of Human Resources, the HR Program Coordinator ("Coordinator") is charged with ensuring an engaging and inviting workplace, coordinating Penn Carey Law's internal HR programming. The Coordinator performs a host of administrative duties for the department and interfaces with faculty, staff, and students, always imparting the importance of a high-performing staff to all at Penn Law. The Coordinator role is full time (35 hours per week with an unpaid hour for lunch) and is primarily on-site, typically allowing for one remote work day per week.
Represent the Department to Constituents
- Triage HR inquiries, evaluate and route to appropriate team member; ensure prompt addressing of all issues raised.
- Develop and implement systems to track requests for information; analyze and suggest responses to trends in requests.
- Liaise between Penn's HR department and Penn Law, timely responding to requests.
Provide Executive Support for Director and Department
- Manage Director's calendar and oversee all departmental scheduling; coordinate conversations with Central HR as well as with individual staff members, department leads, etc.
- Assist with prioritization of activities; monitor timelines, ensuring completion and success.
- Respond to HR/Director-approved requests (e.g., for an accommodation for equipment) and ensure completion of all tasks.
- Manage aspects of high-level searches; create systems for candidate evaluation, organize interviews, coordinate feedback, etc.
- Serve as the procurement officer for Human Resources.
- Schedule, attend, and take minutes at meetings of the Staff Advisory Board, other committees, and upon request of the Director.
HR Communication and Environment Building
- Create, design, and maintain Penn Carey Law HR online presence and communications. Develop website with HR policy descriptions and guidance on HR processes, as well as important HR announcements and updates. Post and update job opportunities on the website.
- Organize material and information to provide clear guidance to Penn Carey Law stakeholders.
- Create and promote a monthly HR newsletter and interactive HR forms and surveys.
- Oversee the Staff Lounge. Ensure an inviting atmosphere.
- Maintain coffee service daily; order and oversee supplies.
- Manage suggestion box.
- Manage the Staff Lounge communication board, ensuring engaging and informative content and timely dissemination of event and other programming information.
- Prepare and distribute on-boarding materials in coordination with the Director and the Staff Welcoming Committee; participate in the on-boarding of new staff and ensure smooth transition to new employment.
- Manage all staff appreciation projects. Manage Penn's service awards project. Organize Awards processes (currently bi-annual Isabelle Johnston Award and Collaboration Award). Respond to all life-event acknowledgements (e.g., bereavement, illness, retirement, new children, etc.).
HR Events and Programing Coordination
- Support the Director and the Staff Engagement and Professional Development team in the organization and implementation of a host of HR events and programs that educate and engage Penn Carey Law staff members in their work.
- Organize, plan, and ensure success for a variety of HR events and HR programs for Penn Carey Law staff; develop and implement promotional and registration materials.
- Manage all event or program logistics that are needed to execute effectively and monitor results, including by representation of Penn Carey Law and HR on the day of the event.
- Maintain and publish regularly a calendar of all Penn Carey Law HR events.
HR Data Management, Reporting, and Analysis
- Maintain organizational charts and current position descriptions for all Law School departments. Update at least annually from reclassifications and other sources.
- Monitor, analyze, and track HR data in Penn's Workday HCM system.
- Provide reports on an as needed basis, anticipating requests based on current circumstances/ issues; offer analysis on data and trends and ensuring good information across HR functions.
- Assist in the communication and implementation of the annual performance development process. Serve as procurement officer for Dean's Office, Human Resources, and Facilities.
Other Duties as Assigned
- Handle special projects on an as-needed basis.
Bachelors degreee and two to three years of increasing responsibility in a fast-paced, customer service-oriented administrative environment required, or equivalent combination of education and experience. Excellent ability to prioritize work and to communicate well with a wide variety of constituents required. Must be able to demonstrate commitment to discretion and ability to wisely handle confidential material, as well as strong customer-service ethic and excellent attention to detail. Excellent verbal and written communication skills required. Proven ability to problem solve and excellent critical thinking skills required. Knowledge of University systems helpful; data base experience required. Strong facility in Microsoft Suite (Word, Excel, Power Point) required; experience in Penn HR (Workday) and procurement systems a plus. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaboration work environment and to the Staff Ideals is required.
A cover letter is required with application materials.
Job Location - City, State
Department / School
$24.13 - $33.00 Hourly 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, 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.
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
- 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
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Law-School/Program-Coordinator--Human-Resources_JR00078107
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