Assistant Director of Faculty Affairs, Penn Carey Law

Assistant Director of Faculty Affairs, Penn Carey Law

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 Employers By State in 2021.

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Assistant Director of Faculty Affairs, Penn Carey Law

Job Profile Title
Coordinator, Program

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 members of the University of Pennsylvania Carey Law School Faculty Affairs team play a critical role in ensuring a world-class teaching and research environment. Led by the Executive Assistant to the Dean, the Faculty Affairs group handles a host of administrative matters around the recruiting, hiring, retention, and promotion of a world-class faculty. They ensure faculty members' smooth adjustment into the life of the Law School and the University, supporting faculty in their teaching, scholarly, and community endeavors.

Reporting to the Dean's Executive Assistant, with a dotted line report to the faculty Appointments Committee Chair, the Assistant Director of Faculty Affairs holds a full-time position supporting the critical task of hiring lateral and junior faculty, clinical faculty, Legal Practice Skills faculty members, as well as Sharswood Fellows.

Job Description

Responsibilities include:

  • Devise and implement systems and processes that enhance the Committee's work in managing the identification, recruitment, and hiring of Law faculty and academic support staff.
    • Maintain data about candidates on a historical basis.
    • Create and maintain a handbook of best practices for incoming Appointments Committee chairs; meet regularly with the faculty chairs to share information and constantly improve processes.
  • Serve as the Law knowledge expert on University faculty hiring processes and systems (currently Interfolio) and ensure their best implementation to support Law hiring.
    • Create and implement auxiliary systems such as additional information for the Sharswood hiring process.
  • Create, maintain, and publish recruiting calendars and schedules.
  • Serve as a member Provost's Office Faculty Affairs Coordinators Group.

Support for Candidate Identification and Committee Work
  • Support Committee meetings.
    • In collaboration with the Chair, calendar meetings annually; ensure adequate working space and refreshments as needed.
    • Ensure timely sharing of materials in advance of all meetings.
  • Develop a host of information sources for the Committees on candidates.
    • Working with the appointed Law librarian, establish systems for bibliographies and article retrieval.
    • Maintain data about candidates across hiring seasons.

Support for Recruitment and University Appointment
  • Represent Penn Law to prospective faculty candidates.
  • Coordinate Appointments presentations and interviews for candidates.
    • Schedule meetings; arrange travel, dinner, and catering for appointments visitors; prepare agenda for visits; greet and escort candidate throughout visit.
  • Arrange class visitations and presentations by visiting faculty members and develop reporting systems for these events.
  • Working with the Dean's Executive Assistant, ensure preparation of all steps required to build University appointment dossiers in a timely matter, including external consultant information and diversity and inclusion information.
  • Coordinate appropriate efforts, processes and documentation with the President's Office, the Provost's Office, and other University Departments for PIK (Penn Integrates Knowledge) candidates.
  • Upon offer, work with the Appointments Chair and Vice Dean on recruiting activities.
    • Arrange all travel and schedules for recruiting visits; develop plans responsive to individual requests and preferences of candidates. Using University and other resources, assist in arranging tours, realtor and school visits, social activities, and other events in response to preferences.
    • Provide point-of-contact service for recruit and his or her family.

Support for On-Boarding
  • On-board all new faculty in collaboration with the Faculty Support team.
    • Ensure the appointment of and communication of a faculty mentor to new faculty members.
    • Ensure successful transfer of support from Appointments to Faculty Support.
    • With the Dean's Executive Assistant, ensure an office and ITS support for new hires.
    • With Faculty Support, develop and implement orientation schedules for the first week of a new faculty member's arrival.

Support for Faculty Leave of Absence Programs
  • Under the direction of the Executive Assistant to the Dean, manage the administrative functions required to successfully implement the University and Penn Law faculty leave of absence programs.
  • Serve as the Law knowledge expert on University policies and systems for all leave of absence categories including scholarly sabbaticals, employment elsewhere, and parental leaves.
  • Maintain records on internal Penn Law mid-sabbatical and pre-tenure leaves.
  • Complete annual LOA credit audit for the Provost Office.
  • Work with Business Affairs to complete and submit applications and to ensure cases are scheduled and approved at the Provost Staff Conference Subcommittee.

  • With the Chair, prepare a full report at the conclusion of each academic year on the Committee's work.
  • Ensure accurate historical records for Appointments matters.
  • Provide information to the Office of Equity and Inclusion annually and upon request.
  • Prepare all reports requested by the Chair, the Dean, the University, the ABA and other regulators, and others.
  • Provide support to the Faculty Affairs Program Coordinator upon request.

Other duties as assigned


BA/BS or equivalent required; three to five years of progressively increasing administrative experience required; or equivalent combination of education and experience. Experience in academic appointments is strongly preferred. Must demonstrate strong communication skills across diverse constituents and platforms; ability to prioritize and complete multiple tasks; excellent attention to detail; flexibility. Must demonstrate discretion and ability to wisely handle confidential material, as well as strong customer-service ethic and excellent attention to detail. Portfolio of work creating and implementing systems in a complex and confidential arena required. Ability to learn and implement software systems to highest potential. We seek candidates who have established track records as collaborators in the workplace. Commitment to the University of Pennsylvania Carey Law School collaborative work environment and to the Staff Ideals is required.

A cover letter is required with application materials.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

Pay Range
$23.60 - $36.19

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.

Special Requirements
Background check 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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