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 TitleAssistant Director of Ph.D. Admissions & Graduate Financial Aid – Penn EngineeringJob Profile TitleManager B, Student Services, AdmissionsJob Description SummaryWe are seeking a dynamic and dedicated professional to join our team as the Assistant Director of PhD Admissions and Graduate Financial Aid. In this multifaceted role, the Assistant Director will be pivotal in managing the Ph.D. admissions process, overseeing the comprehensive review of Ph.D. applications, collaborating with faculty committees, and ensuring transparent policies align with program goals. Additionally, as the primary liaison for Graduate Scholarships and Fellowships, the Assistant Director will manage financial aid initiatives, support global partnerships, and contribute to the seamless operation of graduate financial aid processes.
The Assistant Director will join a dynamic, fast-paced organization dedicated to expanding engineering education.Job Description
Admissions
Oversee the rigorous review process of Ph.D. applications, ensuring fair and consistent evaluation of candidates based on academic qualifications, research potential, and alignment with program goals. Collaborate and support faculty committees as they select the most promising candidates for admission and ensure adherence to deadlines and processes.
Develop and maintain clear and transparent admissions policies and procedures, including eligibility criteria, application deadlines, and document requirements. Regularly update these policies to align with evolving program needs and university standards.
Work with the Admissions Operations Manager team to process Ph.D. applications and fellowships in the Slate system. As a Slate user, become familiar with the workflows and processes.
Establish effective communication channels with prospective students, providing timely and accurate information regarding the application process, admission decisions, and next steps. Respond promptly to inquiries and concerns.
Graduate Financial Aid
Act as the primary liaison for Graduate Scholarships and Fellowships in Penn Engineering, addressing inquiries from students, staff, and faculty concerning graduate funding.
Coordinate the Ph.D. Fellowships, managing workflows, securing approvals, and ensuring clear communication with departments. Collaborate with faculty committees to identify promising candidates, seek necessary approvals, and handle scholarship award letters.
Administer Master’s Scholarships, overseeing the application process, review committee, and final awardee approvals.
Collaborate with the Director of Global in the Office of Academic Services to facilitate the application process for Global partnership institutions. This involves tracking and reporting on students throughout the admissions process.
Facilitate award payments in partnership with Penn Engineering Financial Services.
Provide support for various internal and external processes related to graduate financial aid as required.
Ensure seamless operation and enhancement of graduate financial aid initiatives.
PhD Open Houses & Visit Days
Working closely with the six departments in Penn Engineering, develop, manage, and facilitate the fall Ph.D Open Houses and spring Visit Days. Supported by the departments, manage all the logistics, schedules and attendance.
Following the events, survey the departments and attendees, evaluate feedback, and plan for future changes or improvements.
Admissions Recruitment
Leverage expertise in Ph.D. admissions to actively engage in recruitment webinars, coffee chats, and other events as required.
Collaborate with the Enrollment Team to conduct thorough reviews and provide insightful advice on Ph.D. related matters.
Data Collection, Analysis, Evaluation & Systems
Utilize admissions management systems and technology tools to streamline and enhance the admissions process. Work closely with the Operations Team to update the CRM and workflows as needed.
Implement best practices in data analysis and reporting to inform decision-making.
Regularly collect and analyze data related to Ph.D admissions.
Collaborate on a Slate-based tool to track students from recruitment to enrollment.
Use this data to identify trends, assess the effectiveness of initiatives, and make data-driven decisions for continuous improvement. Adapt strategies based on feedback and outcomes to ensure that the institution is making meaningful progress toward its goals.
Qualifications:
Bachelor’s degree, Masters degree preferred, and 3-5 years of experience in higher education, ideally with a focus on admissions or financial aid, or an equivalent combination of education and experience.
Proficient with Gsuite, MS Office 365, and communication tools (e.g., Slack, Teams), and able to adapt to new tools and technologies.
Experience using technology to streamline student communication through ticketing systems, CRM, and/or project management tools such as Asana and Airtable.
Experience with Slate preferred.
Understanding of admissions and financial aid process and procedures in higher education.
Demonstrated understanding of the diverse needs and concerns of historically excluded student populations in STEM.
Demonstrated ability to manage complex processes and workflows.
Demonstrated record of personal and professional initiative, flexibility, and excellent oral and written communication skills.
Ability to work independently and as a team member.
Job Location – City, StatePhiladelphia, Pennsylvania
Department / SchoolSchool of Engineering and Applied SciencePay Range$43,919.00 – $70,000.00 Annual RateSalary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. 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
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
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