BSD HR Generalist & Administrative Operations; Division of Business Services

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

BSD HR Generalist & Administrative Operations; Division of Business Services

Job Profile Title

Human Resources Administrator School/Center B

Job Description Summary

The BSD Human Resources Generalist & Administrative Operations Coordinator supports the Division of Business Services (BSD) by overseeing core human resources functions and BSD central administrative operations that support divisional staff, leadership, and day‑to‑day business needs. Reporting to the Executive Director of Business Services, this role provides hands‑on HR partnership across a complex, multi‑unit organization.

In addition to performing advanced HR Generalist work, the role has primary responsibility for the day‑to‑day operation of the BSD central office, including front‑line administrative services, workflow coordination, and support for executive leadership, staff, and visitors, as well as the supervision and coordination of student employees supporting administrative and HR functions. The position also serves as the divisional authority for student employment, with responsibility for managing and administering division‑wide student hiring processes supporting more than 300 student hires annually, while ensuring compliance with University policies and employment requirements.

This role advises supervisors and managers on employee and labor relations matters, including performance management, corrective action, and workplace investigations, and ensures consistent application of HR policies and procedures across BSD. This role requires sound judgment, strong organizational skills, and the ability to manage multiple priorities in a fast‑paced, service‑oriented environment.

Job Description

Job Responsibilities

Employee & Labor Relations

• Serve as a primary HR advisor to assigned BSD client groups, providing guidance on employee relations matters including performance management, corrective action, investigations, policy interpretation, and complex employment issues.
• Independently assess situations, interpret policy, and recommend appropriate courses of action in alignment with University standards, collective bargaining agreements, and employment law.
• Conduct and manage workplace investigations, including planning, fact‑finding, documentation, analysis, and outcome recommendations.
• Support labor relations activities by advising on grievance matters, interpreting collective bargaining agreements, and mediating first-step grievances as needed.

Compensation Support

• Provide compensation‑related administrative support in partnership with the Executive Director, including processing approved additional pay requests, promotions, and salary adjustments in accordance with University procedures.
• Support the annual merit process by ensuring timely and accurate preparation of merit documentation and related materials.

Talent Acquisition, Workforce Planning & Student Employment

• Partner with hiring managers to shape recruitment strategies, assess workforce needs, and support staffing decisions aligned with workforce and operational priorities.
• Execute and coordinate the full talent acquisition lifecycle in partnership with Central Talent Acquisition, ensuring compliance, consistency, and a positive candidate experience.
• Serve as the divisional authority for student and apprentice employment, with responsibility for establishing, administering, and enforcing division‑wide student hiring processes supporting more than 300 student hires annually.
• Support workforce planning efforts through analysis of staffing trends, turnover, and operational demands.
• Manage the onboarding processes for all BSD staff, ensuring completion of compliance requirements, required training, and HR related logistics are done in a timely manner. 

HR Operations, Compliance & Governance

• Provide functional oversight of HR operations and governance activities, ensuring accuracy, consistency, and audit readiness across employment lifecycle processes.
• Coordinate HR compliance activities including I‑9 oversight, audit preparation, regulatory reporting, and labor law posting requirements.
• Serve as BSD Learning Lead, overseeing training content development, compliance training administration, reporting, and audit readiness.
• Monitor and analyze workforce metrics, including FTE reconciliation, overtime trends, and workforce analytics to inform leadership decision-making.
• Serve as a BSD Compliance Officer representative, collaborating with the Office of Affirmative Action as needed.

Operational Leadership & Administrative Oversight

• Maintain operational accountability for the BSD central office suite, ensuring consistent delivery of front‑line administrative services that support executive leadership, staff, and visitors.
• Manage BSD central office student workforce operations, including recruitment, supervision, scheduling, and performance management of reception and HR intern support staff.
• Coordinate facilities‑related, administrative, and operational needs that support effective central office operations.

Programs, Projects & Continuous Improvement

• Lead and support HR and administrative initiatives requiring cross‑functional coordination, independent judgment, and problem‑solving.
• Identify operational gaps, process inefficiencies, and compliance risks; recommend and implement improvements to enhance service delivery and operational effectiveness.

Work Environment

BSD operates in a dynamic, service-driven environment supporting operations that run 24 hours a day, 7 days a week, and at times, may include University holidays. This position, while rare, may require occasional evening or weekend work to support divisional priorities.

Qualifications

• Bachelor’s degree and 3-5 years of progressively responsible experience in human resources or related field, or an equivalent combination of education and experience.
• Demonstrated experience performing HR Generalist work, including labor relations, collective bargaining agreement interpretation, employee relations, and/or full-cycle talent acquisition support in a complex, fast-paced environment is strongly preferred.
• Strong working knowledge of employment laws, HR policies, and compliance requirements.
• Proficiency with HRIS systems; Workday experience strongly preferred.
• Experience with financial systems (e.g., BEN Financials) and basic reconciliation processes preferred.
• Experience supervising student employees or temporary staff strongly preferred.
• Strong analytical, organizational, and project management skills, with excellent interpersonal, communication, and conflict resolution abilities.
• Demonstrated ability to exercise discretion and manage sensitive, confidential matters.

About the Division of Business Services

The Division of Business Services (BSD) supports the individual and collective needs of the Penn community by delivering mission‑critical services and essential operations in a customer‑focused, fiscally responsible manner. BSD is currently focused on three strategic initiatives:

• Revenue growth and retention through improved marketing, expanded services, and new distribution channels
• Driving productivity for the Division and its customers through enhanced use of technology
• Enhancing service offerings through facility upgrades and expansions

Learn more: https://business-services.upenn.edu/

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Business Services

Pay Range

$64,500.00 - $82,500.00 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