Associate Director of Divisional Operations, Policy, Organizations, Leadership, and Systems (POLS)

University OverviewThe 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 TitleAssociate Director of Divisional Operations, Policy, Organizations, Leadership, and Systems (POLS)Job Profile TitleAssociate Director B, Student Services, Graduate ProgramsJob Description SummaryThe Associate Director of Divisional Operations serves as a key operational leader driving the efficiency, continuity, and excellence of academic divisions and programs. This role holds broad responsibility for shaping and stewarding the administrative infrastructure that enables faculty, students, and staff to thrive — orchestrating complex, cross-functional operations that span student services, academic programming, resource management, and institutional coordination.As a trusted operational partner to division leadership, the Associate Director exercises significant independent judgment in managing competing priorities, resolving operational challenges, and implementing process improvements that enhance the academic experience. This individual functions as a central hub of institutional knowledge and serves as a high-visibility point of contact — building and maintaining critical relationships across the university ecosystem to ensure programs run with precision and purpose.Job DescriptionKey ResponsibilitiesStudent Support & Program Coordination: Serve as the division's primary student-facing leader, independently guiding students through program milestones, registration, and academic procedures with a high degree of knowledge and responsiveness; Direct advising operations, including advisor/advisee assignments and the onboarding and integration of graduate assistants into divisional workflows; Partner strategically with the Student Records Office to ensure the accuracy and integrity of all academic records — monitoring student status, graduation timelines, course registration, graduation applications, and compliance audits; Own and continuously improve student-facing resource platforms (e.g., Canvas); lead annual review processes and maintain comprehensive tracking of student progress across the division; Serve as a liaison to the Office of Admissions and Financial Aid, Office of Student Success, and the Office of Academic Affairs.Administrative and Operational Support: Independently manage the full scope of divisional operations, providing high-level administrative leadership to faculty, division leadership, and division managers across all programs; Direct the planning, coordination, and documentation of division meetings and events — overseeing scheduling, space logistics, materials preparation, and follow-through; Serve as the division's central point of operational contact, managing inquiries, visitors, and communications with professionalism and institutional knowledge; Administer and continuously optimize electronic filing systems, divisional calendars, internal communications infrastructure, and listserv management to ensure seamless information flow across the division.Event & Meeting Coordination: Lead end-to-end logistical planning and execution for a broad range of divisional events, including faculty meetings, student programming, and high-profile VIP visits; Manage all event logistics — catering, space reservations, transportation, vendor coordination, and on-site execution — ensuring polished, seamless experiences; Play a central role in the planning and delivery of major divisional and institutional events, including Open Houses, Preview Days, and conference receptions.Admissions & Student Success Support: Serve as a key operational partner in the admissions process, working closely with the Office of Admissions and Financial Aid to support prospective and admitted student engagement; Independently coordinate recruitment and yield events, communications campaigns, and admissions-related programming (may include limited evening and weekend hours); Lead operational contributions to orientation planning and implementation in collaboration with division managers and central offices.Purchasing & Reimbursements: Exercise independent oversight of divisional purchasing activity, including office and academic supplies, books, catering, and contracted services; Maintain accurate expenditure records and submit part-time faculty and teaching assistant appointment data to the Business Office in a timely and compliant manner; Process payments and reimbursement requests in full accordance with institutional financial policies and procedures.Course & Instructional Support: Independently manage course registration operations, including permit processing, roster maintenance, and enrollment coordination across di