Full-time Roles

PhD Admissions Manager

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

PhD Admissions Manager – Penn Engineering

Job Profile Title

Coordinator B

Job Description Summary

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/

We are seeking a dynamic and dedicated professional to join our team as the PhD Admissions Manager. In this multifaceted role, the PhD Admissions Manager will be pivotal in managing the PhD admissions process, overseeing the comprehensive review of PhD applications, collaborating with faculty committees, and ensuring transparent policies align with program goals. Additionally, the PhD Admissions manager will oversee graduate fellowships, and financial aid initiatives, support global partnerships, and contribute to the seamless operation of graduate financial aid processes.

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 Fellowships
    • 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.
    • 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 fellowships..
  • 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.


  • 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, State

Philadelphia, Pennsylvania

Department / School

School of Engineering and Applied Science

Pay Range

$43,919.00 – $67,000.00 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, 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

  • 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.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



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