Assistant Director of Operations and Site Coordinator, Academy at Penn

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.

Posted Job Title

Assistant Director of Operations and Site Coordinator, Academy at Penn

Job Profile Title

Associate Director B, Student Services

Job Description Summary

The Academy at Penn is a college and career readiness program for students from Horace Furness High School and High School of the Future, both comprehensive high schools in the School District of Philadelphia. Through this program, students receive year-round, cohort-based academic, social/emotional, and community support that holds in the highest regard each participant's unique path to, through, and beyond high school. The Academy is a 5-year partnership between the School District of Philadelphia, Foundations, Inc., and the University of Pennsylvania’s Graduate School of Education.

The Academy at Penn Assistant Director of Operations & Site Coordinator plays a critical role in planning, implementing, and managing year-round programming that supports students’ academic and social growth. The Assistant Director oversees a four-week summer program and weekly Saturday sessions during the school year, ensuring high-quality instruction, smooth operations, and a safe, inclusive learning environment.

The Assistant Director & Site Coordinator are responsible for being on-site to oversee, manage, and execute the logistics and day-to-day operations of programming across all cohorts. Acting as the primary authority during program days, the position manages daily flow and run-of-show, oversees attendance and compliance systems, and coordinates logistics including vendors and space scheduling.
The position leads family communication systems and supervises Cohort Leads to ensure smooth, consistent program delivery.

The successful candidate must be available and on-site each Saturday of the program, as well as during summer programming.

Job Description

Key Responsibilities

• Serve as on-site program lead during summer and Saturdays: Act as the primary point of contact and decision-maker during program operations, ensuring a safe, organized, and high-quality experience for all participants; Provide real-time leadership, troubleshoot issues as they arise, and maintain a strong, visible presence to support staff, students, and families.

• Manage daily program flow and run-of-show: Develop and execute detailed daily schedules, ensuring all activities, transitions, and program elements run smoothly and on time; Anticipate and address operational challenges, adjust plans as needed, and communicate updates clearly to staff to maintain continuity throughout the day; Implement and monitor safety protocols, emergency procedures, and behavioral expectations; model and promote inclusivity; address incidents or concerns promptly and appropriately.

• Oversee attendance, logistics, and compliance systems: Implement and monitor systems for tracking attendance, managing materials and resources, and ensuring adherence to organizational policies and regulatory requirements; Maintain accurate records and ensure all procedures support student safety, accountability, and program integrity.

• Coordinate vendors and space scheduling: Manage relationships with external vendors and internal partners to secure and coordinate program resources, including facilities, equipment, and services; Oversee space usage and scheduling to ensure all program activities are appropriately supported and aligned with operational needs.

• Lead family communication systems: Develop and manage consistent, timely communication with families regarding schedules, expectations, updates, and student engagement; Serve as a key point of contact for family inquiries and concerns, ensuring a responsive and positive experience.

• Supervise program staff during programming: Provide direct oversight and support to program staff, setting clear expectations and ensuring alignment with program goals and daily operations; Offer guidance and foster a collaborative team environment to support effective program delivery.

• Work collaboratively with Academy at Penn leadership: Ensure integration of Saturday/Summer program goals and activities align with the overall program missions and school day activities, in order to provide a continuous and coherent year-round experience.

• Perform additional duties as assigned.

Qualifications

ESSENTIAL:

• A Bachelor’s degree and 2-3 years of experience, or equivalent combination of education and experience.

• Demonstrated experience in program coordination, youth development, or camp/enrichment program management

• Experience working with many student populations of different backgrounds

• Strong leadership, organizational, and communication skills

• Ability to supervise and support staff effectively, including seasonal or part-time personnel

• Skilled in prioritizing tasks, problem-solving, and managing multiple responsibilities in a fast-paced environment

• Familiarity with safety protocols and ability to respond to incidents appropriately

• Ability to handle sensitive any confidential information with discretion.

• CPR and First Aid certification (or willingness to obtain)

PREFERRED:

• A Master’s degree in education or related field (strongly preferred).

• Experience with classroom management and instruction

• Extensive experience in urban school district contexts and community-based program development

• Experience partnering with community-based organizations and educational institutions

• Commitment to culturally responsive programming

*All applicants must submit a cover letter along with their resume/CV. Cover letters can be uploaded in the resume/CV section.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Graduate School of Education

Pay Range

$57,500.00 - $70,000.00 Annual 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, 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.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay