Part Time Academic and Curricular Affairs Coordinator

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.

Posted Job Title

Part Time Academic and Curricular Affairs Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. The Law 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, students, faculty, and staff.

The Office of Academic and Curricular Affairs seeks a highly organized, detail-oriented professional to provide administrative support across curricular affairs, registrar operations, and the Externship Program. This part-time position offers the opportunity to work collaboratively with faculty, students, and staff while supporting the Law School's academic mission.

The Office of Academic and Curricular Affairs plays a critical role in ensuring a world-class teaching and research environment. The Office manages a wide range of administrative functions, including support for a large cadre of adjunct and lecturer faculty, Law Registrar administrative operations, and administration of the Externship Program. This position has a dual reporting relationship to the Director of Administration for Academic Affairs and the Director of Administration for Curricular Affairs/Executive Director of Externships

This is a part-time position requiring approximately 20 hours per week. Some additional hours may be required during peak periods, including final examinations.

Job Description

Adjunct Lecturer Hiring, Onboarding, and Curricular Affairs Support

• Manage the preparation, distribution, and tracking of lecturer appointment letters each fall, spring, and summer.
• Onboard new lecturers in Workday and oversee completion of required onboarding tasks to ensure compliance and timely access to University systems.
• Rehire adjunct faculty in Workday, when needed, and monitor outstanding compliance requirements.
• Coordinate PennCard issuance for new adjuncts and lecturers, as needed.
• Coordinate the update of adjunct faculty webpages, including faculty titles and biographies.

Registrar's Office Administration

• Maintain electronic student records, including filing Senior Writing forms throughout the year.
• Prepare LLM examination lists for faculty each November and March.
• Audit graduating LLM and ML students for degree completion in August, December, and May.
• Process journal enrollments each term and upload feeder file enrollment reports for Associate Editors, Senior Editors, and Board Members into University systems.
• Update and distribute the LLM Concentration Survey and the JD Concentration in Law and Technology Survey each spring.
• Audit concentration survey responses to verify completion of program requirements and coordinate transcript notation with the Office of the University Registrar.
• Assist with all aspects of final examination preparation, including assembling examination packets for students with accommodations.
• Proctor final examinations during December and April/May exam periods.
• Verify and reconcile examination packet distribution and collection each examination day.

Externship Program Administration

• Provide administrative support for students enrolled in externship courses.
• Coordinate the maintenance of the externship tracking database (Microsoft Lists) for fall and spring semesters, ensuring student records and required documentation remain current.
• Assist in tracking the  completion of end-of-semester evaluations submitted by externship site supervisors and students.
• Assist in tracking Gittis Externship Program applications throughout the academic year.
• Upload externship opportunities to the Law School website using the content management system as positions become available.
• Provide administrative support for externship courses, including preparing instructional materials.

Other Duties

• Perform other duties and special projects as assigned in support of the Office of Academic and Curricular Affairs.

Qualifications

Bachelor's degree and two to three years of progressively responsible administrative experience or an equivalent combination of education and experience is required; experience in higher education or faculty affairs is strongly preferred.

Successful candidates will demonstrate:

• Excellent organizational skills and exceptional attention to detail.
• Strong written and verbal communication skills.
• The ability to manage multiple priorities, meet deadlines, and adapt to changing priorities.
• Sound judgment and discretion in handling confidential information.
• A collaborative, customer service-oriented approach to working with faculty, students, and colleagues.
• Proficiency with Microsoft Office applications, particularly Excel. Experience with Workday, Microsoft Lists, content management systems, or similar enterprise software is preferred.
• A commitment to the collaborative work environment and Staff Ideals of the University of Pennsylvania Carey Law School is essential.

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law. For clarity, this includes not discriminating on the basis of ethnicity, gender, gender identity or expression, and military status as required by the American Bar Association Standard 205.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Law School

Pay Range

$21.52 - $30.00 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, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be 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 and Life: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. 

• 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.

• 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.