Associate Director of Operations

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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 Associate Director of Operations Job Profile Title Associate Director B, Business and Finance Job Description Summary Wharton School Overview Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu. The Wharton School's 20+ research centers and initiatives serve as a hub for exchange and study where faculty, students, and members of the business community address pressing global business challenges. Their work generates courses, academic programs, community outreach, working papers, published research, and partnerships among academics, industry, and government. The Associate Director of Operations oversees the financial and administrative operations of the finance pillar, optimizing resources and processes, and ensuring compliance with University policies and procedures. The Associate Director also serves as the operational systems lead for the pillar, supporting clear workflows and operational visibility across recurring initiatives and cross-functional projects. This position reports to the Managing Director of the Finance Research Centers. Job Description Job Responsibilities Oversee department purchasing, including purchase orders, non-PO payments, purchasing and meeting card purchases, and additional payments. Execute and review transactions to ensure accuracy, compliance, and timeliness, while managing end-to-end purchasing workflows in coordination with internal stakeholders. Advise team members on purchasing best practices, support competitive bidding processes for large-scale purchases, and identify opportunities to improve efficiency, strengthen controls, and optimize resource utilization. Lead the development, standardization, and ongoing refinement of operational systems and workflows that support effective project execution and team coordination. Establish and maintain tools such as Asana templates, shared calendars, and tracking mechanisms for key initiatives and spending. Promote consistent adoption across the team, proactively identify gaps or risks in workflows, and implement process improvements that enhance clarity, accountability, and operational efficiency. Manage the administrative end-to-end hiring and onboarding processes for researchers, student workers, and temporary staff, with primary ownership of Workday transactions and employment administration. Partner with leadership and faculty to facilitate recruitment efforts and ensure a smooth and compliant onboarding experience. Provide high-touch support for specialized hiring needs, particularly for research roles, while ensuring alignment with institutional policies and timelines. Oversee the administration of travel and reimbursement processes for external guests, including senior academics, industry leaders, and government officials. M

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