International Operations Manager, Penn Carey Law (9-month schedule)

7 days left

Employer
University of Pennsylvania Law School
Location
Philadelphia, Pennsylvania
Salary
$32,939-$49,637 (see note)
Posted
Jun 08, 2022
Closes
Jul 09, 2022
Specialty
Law, Operations
Position Type
Manager
Hours
Full-time
Organization Type
College / University

Job Summary

Reporting to the Director of International Affairs, the International Operations Manager serves as the primary logistics expert for Penn Carey Law’s portfolio of global projects. The International Operations Manager is an integral part of the International Affairs team, with responsibilities across the programming, admissions, financial, and communications work of the department.

The incumbent collaborates with colleagues across the Law School to execute exemplary global experiences for students and international visitors.  The International Operations Manager identifies solutions for Penn Carey Law’s global needs, and is equipped to balance compliance, consistency, and innovation.  (Note: The responsibilities for this role will be contained within the 9-month academic year with summers free.)

 

Professional Support and Planning Operations

  • Represent Penn Carey Law in fielding international inquiries.

  • Refine systems for managing applications, tracking academic credit, and onboarding international visitors.  

  • Build workflow streams; author process documents for office operations to ensure that programming meets and exceeds expectations.

  • Calendar all International Affairs activities. Maintain team schedule, meeting requests and departmental space reservations.

  • Support the planning of in-person/online international events including visiting speakers, workshops, and receptions.

  • Provide complex administrative and operational support with minimal supervision. 

 

Information Management

  • Acquire and retain knowledge of Penn Carey Law’s wide-ranging experiences for global engagement to ensure consistency and coherence in all work for International Affairs.

  • Develop and refine systems for tracking data on program participation, constituents, and other critical information.

  • Effectively summarize and distill messaging from International Affairs, global entities at Penn, and other international partners.

  • Monitor evolving regulatory requirements (American Bar Association, Department of State, etc.) that impact the department’s work.

  • Contribute jointly to external outreach, including social media, newsletters, websites, and designed materials.

 

Financial Operations

  • Manage department expenditures, invoices and expenses; ensure accurate record keeping and filing of all financial documents and approvals.

  • Oversee and/or process a variety of financial transactions and reports via University systems; monitor budget levels; research, identify, and resolve discrepancies.

  • Facilitate billing of fees related to program participation.

  • Assist the Director of International Affairs with budget forecasting.

 

Visas and Human Resources

  • Serve as primary point of contact for all Law School J-1 Scholar and H-1B visas.

  • Facilitate submission of documents for sponsorship of U.S. visas (inbound).

  • Support outbound visas as required for student participation in overseas programming (outbound).

  • Serve as an internal expert on international hiring, engagement, and honoraria practices (in partnership with the Office of Business Affairs and Penn Global Support Services).

  • Ensure completion of processes related to inviting/onboarding foreign nationals as faculty, fellows, and scholars (in partnership with Academic Affairs and the Dean’s Office) including resources for housing and travel.

  • Engage with university-wide efforts to support international students and scholars, including serving as representative to the International Partners Outreach Group (IPOG).

 

Relationship Management

  • Monitor the status of Law School agreements with foreign institutions; ensure the renewal of expiring MOUs and assist with drafting new agreements which incorporate any revised university terms and requirements. 

  • Sustain our valued relationships with vendors, working groups, and university leadership.



  • Bachelor's degree required; graduate/professional degree or study welcome.

  • 3-5 years of directly relevant operations/project management experience, preferably with a focus on global mobility.

  • Demonstrated ability to manage priorities and workflows, including handling multiple tasks simultaneously.

  • Advanced organizational and prioritization skills, with proven track record of managing complex deliverables.  

  • Ability to work within tight and often conflicting deadlines. 

  • Aptitude for detail-orientation and accuracy.

  • Capacity to adapt quickly and make an impact in a complex organization.

  • Ability to deal effectively with a variety of individuals at multiple organizational levels.

  • Excellent communication skills.

  • Ability to think globally and work with an international, culturally-diverse group of stakeholders.

  • Must show effective judgement, discretion and have the ability to handle confidential matters.

  • Advanced user skills with Microsoft programs and computer systems.