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 HR Generalist & Administrative Operations Coordinator supports the Division of Business Services (BSD) by providing comprehensive HR generalist support and overseeing key divisional HR programs and central administrative operations. Reporting to the Executive Director of Business Services, this role provides hands-on HR partnership across a complex, multi-unit organization and serves as a trusted resource to managers, supervisors, and employees.

In addition to advanced HR Generalist responsibilities, the position has primary responsibility for several division-wide programs, including student employment, staff onboarding, learning and compliance administration, and the day-to-day operation of the BSD central office suite.

The position serves as the divisional authority for student employment, managing and administering processes supporting more than 300 student and apprentice hires annually while ensuring consistency, compliance, and an effective hiring experience across BSD. The role also manages the Division’s centralized staff onboarding program and serves as BSD’s Learning Lead.

This position advises supervisors and managers on employee and labor relations matters, including performance management, corrective action, workplace investigations, policy interpretation, and collective bargaining agreement administration. The role requires sound judgment, strong organizational and analytical skills, a high degree of discretion, 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, workplace investigations, policy interpretation, and complex employment issues.
- Independently assess employee relations matters, interpret applicable policies and collective bargaining agreements, and recommend appropriate courses of action consistent with University standards and employment law.
- Conduct and manage workplace investigations, including case planning, fact-finding, documentation, analysis, and recommendations.
- Support labor relations activities, including grievance administration, collective bargaining agreement interpretation, and first-step grievance meetings as needed.
- Partner with managers and supervisors to strengthen performance management practices, improve documentation, and resolve workplace issues effectively and consistently.

Compensation Support

- Provide compensation-related administrative support in partnership with the Executive Director, including approved additional pay requests, promotions, salary adjustments, and other compensation actions.
- Support the annual merit process, including preparation, review, tracking, and timely completion of merit documentation and related materials.
- Assist with compensation-related analysis and documentation as needed.

Talent Acquisition, Workforce Planning & Student Employment

- Partner with hiring managers to assess workforce needs, shape recruitment strategies, and support staffing decisions aligned with operational and organizational priorities.
- Coordinate and support the full talent acquisition lifecycle in partnership with Central Talent Acquisition, ensuring consistency, compliance, and a positive candidate experience.
- Serve as the divisional authority and Program Manager for student and apprentice employment, with responsibility for establishing, administering, and maintaining division-wide student hiring processes supporting more than 300 hires annually.
- Consult with departments on student recruitment, hiring, onboarding, and employment requirements while promoting consistent processes and clear accountability across BSD.
- Monitor student hiring activity and identify opportunities to improve efficiency, compliance, and service delivery.
- Support workforce planning through analysis of staffing levels, turnover, vacancies, and operational demand.
- Manage the Division’s centralized staff onboarding program, ensuring timely completion of required training, compliance requirements, HR documentation, and related onboarding activities.

HR Operations, Compliance & Governance

- Provide functional oversight of HR operations and governance activities, ensuring accuracy, consistency, and audit readiness across key employment lifecycle processes.
- Coordinate divisional HR compliance activities, including I-9 oversight, audit preparation, regulatory reporting, and labor law posting requirements.
- Serve as BSD Learning Lead, overseeing compliance training administration and reporting and partnering with the Workday Learning team to design and implement BSD-specific learning programs through Workday Learning.
- Monitor completion of required learning and support departments in maintaining compliance with University and divisional training requirements.
- Monitor and analyze workforce metrics, including FTE reconciliation, overtime trends, turnover, and other workforce data to support leadership decision-making.
- Serve as a BSD Compliance Officer representative and collaborate with the Office of Affirmative Action and other University partners as needed.

Operational Leadership & Administrative Oversight

- Maintain operational accountability for the BSD central office suite, ensuring consistent delivery of front-line administrative services supporting executive leadership, staff, guests, and visitors.
- Coordinate day-to-day office operations, including workflow management, shared administrative resources, facilities-related needs, office access, supplies, conference room coordination, and other operational requirements.
- Manage the BSD central office student workforce, including recruitment, supervision, scheduling, training, performance management, and development of reception and HR intern staff.
- Ensure appropriate front-desk and administrative coverage and maintain service standards for the central office.
- Coordinate administrative and operational matters requiring collaboration with internal University partners and vendors.

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 and recommend practical improvements.
- Develop and implement processes that improve service delivery, consistency, accountability, and operational effectiveness.
- Support divisional projects and priorities as assigned by the Executive Director.

Work Environment

BSD operates in a dynamic, service-driven environment supporting operations that function 24 hours a day, seven days a week. While the position primarily follows a standard business schedule, occasional evening or weekend support may be required based on divisional priorities.

Qualifications

- Bachelor’s degree and 3–5 years of progressively responsible experience in human resources or a related field, or an equivalent combination of education and experience.
- Demonstrated HR Generalist experience in a complex, fast-paced organization.
- Experience in employee relations, performance management, workplace investigations, and policy interpretation strongly preferred.
- Experience supporting labor relations, collective bargaining agreement administration, and/or grievance processes strongly preferred.
- Experience supporting full-cycle talent acquisition and high-volume hiring preferred.
- Strong working knowledge of employment laws, HR policies, and compliance requirements.
- Proficiency with HRIS platforms; Workday experience strongly preferred.
- Experience with Workday Learning or similar learning management systems preferred.
- Experience supervising student employees, interns, temporary staff, or other support staff strongly preferred.
- Experience with financial or administrative systems, including BEN Financials or similar platforms, preferred.
- Strong analytical, organizational, project management, and problem-solving skills.
- Excellent interpersonal, written, verbal communication, and conflict resolution skills.
- Demonstrated ability to exercise discretion, sound judgment, and professionalism when managing sensitive and confidential matters.
- Ability to manage multiple priorities, work independently, and provide responsive service in a complex environment.

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 priorities:

- 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
$65,628.00 - $85,500.00 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