Business Administrator A

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.

Job Description Summary

This position will provide administrative and research support for the PACCD PIs in Stemmler Suites to include financial reports, purchasing requests, accounts payable, reimbursement and travel coordination for 10 PIs, fellows and research staff utilizing Ben financials, XM (UPHS) Concur and Penn Marketplace. Will maintain training and access requirements for fluency with all applications. Coordinates travel scheduling and reimbursement for faculty, post-doctoral researchers, staff and guests. Responsible for Procard management by applying division and University policy adherence to all purchases and completing monthly reconciliation and payments by required deadline. Manage, track and maintain lab and administrative space under the direction of the Division Chief and Vice Chief of Research. This includes completing the lab space survey in tracking individual use of bench space by all individuals in correlation to research direct cost reporting. Coordinate and purchase office and lab supplies. Support, organize and manage scheduling and administrative tasks for PIs and provide coverage of the Chief's calendar. Oversee and coordinate the various academic and scientific conferences to include creating schedules, presenter materials, AV, catering and attendance for minutes as necessary. Coordinate onboarding and access to Stemmler Suite with all management and security offices and request PennCards for new hires. Complete facilities requests for routine maintenance of suite.

Job Responsibilities

• Create, update and/or distribute internal reports; run and assemble reports, attach documentation, and distribute reports to faculty /investigators. Attend monthly financial meetings with PI & BA to review financial reporting and document action items.
• Manage and track lab and administrative space for Stemmler 2nd & 4th Floors. Meet regularly with division chief and vice chief of research to plan office transitions, submit maintenance requests, moving of furniture, office reassignment, and identifying space for new hires. Prepare and complete lab space survey in coordination with PIs and research leadership.
• Complete purchasing for both office and lab supplies. Under the direction of lab manager or PI, will submit lab purchases and assure adherence to grant and university guidelines for appropriate purchasing. Will prepare and complete lab specimen shipments for teams as necessary.
• Manage the division Procard which can support 100+ faculty and staff for all allowable purchases. Responsible for monthly reconciliation and payment submission by the required deadline. Will abide and uphold University policies for all purchases.
• Completes purchasing and accounts payables activity such as preparing POs or reimbursement requests, collection of appropriate documentation, ensuring payments are made, confirming data entry of proper COA by AP/Travel, entering electronic receipts against POs, using Ben Financials, Concur & XM in accordance with University & Health System finance policies and procedures. Maintain access and fluency with all applications by completing required training.
• Provides administrative support for scheduling meetings for PIs and research teams and back up coverage of division Chief schedule. Coordinates daily educational conferences to include preparing meeting materials, catering, and video meeting access for internal and external meetings.
• Responsible for coordinating onboarding for students, visiting scholars with Associate Director of Research, obtaining access to Stemmler building and suite and providing mandatory safety policies for all suite personnel and guests. Coordinates routine maintenance and facilities requests for the entire suite. Restocks supplies in all applicable areas and maintains storage space.
• Completes and maintains biosketches and CVs for PIs.
• Other duties and responsibilities as assigned.

Qualifications

• Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required. Bachelor's degree in accounting or business administration field is a plus. Strong attention to detail; willingness to ask questions in order to understand the business being conducted; ability to handle multiple competing deadlines.