Job Details

Financial Administrative Coordinator (Department of Biostatistics, Epidemiology and Informatics)
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Position Number: 5850401
Location: Philadelphia, PA
Position Type: Business and Financial Management

Financial Administrative Coordinator (Department of Biostatistics, Epidemiology and Informatics)

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
Financial Administrative Coordinator (Department of Biostatistics, Epidemiology and Informatics)

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
The financial administrative coordinator will support the Business Services Group in the Business Office of the DBEI/CCEB. Primary responsibilities for the position include processing daily financial transactions using various University systems ( eg. Concur, World Travel, Procard, BEN Financials, etc.) for the Department and Center. The financial administrative coordinator will be responsible for ensuring that requests for reimbursement/expense authorization include adequate and appropriate documentation, facilitating the smooth flow and timely approval of transactions. This person will also be responsible for maintaining financial records associated with sponsored projects, and for assisting divisions as needed regarding fiscal management.

Job Description

Job Responsibilities

Review documentation for transactions related to travel and reimbursement of out-of-pocket expenses for faculty and staff in the CCEB and DBEI. Have an understanding of the transactions and ensure compliance with University and PSOM policies. Identify and correct errors or inadequate documentation by working with Department and Center personnel.
Review airline reservations and obtain documentation of required approvals; ensure that proper business purpose and necessary approvals are readily available for review/audit by internal and external auditors. Review post-travel expense reports thoroughly. Demonstrate understanding of itinerary and ensure that business purpose and documentation, including necessary approvals, are complete and compliant with travel policies. Work with travelers to address any inconsistencies prior to approving.
Process POs for Department and Center through BEN Financials ensuring requisitions were created correctly, right account strings are used, and grant manager authorization is obtained; resolve PO invoices for payment; manage wayward transaction; and relieve PO encumbrances.
Participate in developing and teaching business processes and procedures in the DBEI/CCEB to aid in more efficient processing of complex activity .. Answer questions related to procurement and disbursements on behalf of the Business Office, using BEN Financials and various policy manuals to research fully before responding.
Oversee the procurement of office supplies for the Business Office. Duties include assessing inventory needs and obtaining financial approval, placing requisitions for supplies, receiving supply orders, and ensuring that supply closet is well stocked and neatly organized.
Assume responsibility for maintaining required electronic documentation related to sponsored projects, restricted and unrestricted funds, and transactions involving the operating budget.
Perform additional duties as assigned

Qualifications

High School Grad/GE Degree and 5 to 7 years of experience or equivalent combination of education and experience is required. Associates degree or equivalent, 2-3 years of experience in similar position preferred. Experience in Penn's administrative systems a plus, but not required. Attention to detail and the ability to juggle multiple requests at the same time are essential. Excellent interpersonal and communications skills. Ability to work independently, under pressure of deadlines, be flexible and contribute positively to a dynamic business environment.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$20.45 - $24.04 Hourly 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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Blockley-Hall/Financial-Administrative-Coordinator--Department-of-Biostatistics--Epidemiology-and-Informatics-_JR00100467-1