"Business Administrator, Provost Administrative Affairs"

Job Description Summary

Reporting to the Associate Director, Finance and Operations, Provost Administrative Affairs (PAA), the Business Administrator A provides day-to-day financial and administrative support for multiple departments within the Provost Center, with primary support for divisions within the Vice Provost portfolio. This role is responsible for processing a wide range of financial transactions, including purchasing requests, travel reimbursements, payroll coordination, and onboarding activities, ensuring accuracy, timeliness, and compliance with University policies.

The Business Administrator A supports daily operations through transactional processing, data tracking, and system-based workflows. Key responsibilities include maintaining accurate employee records, managing onboarding and system access, developing and maintaining Excel- and Smartsheet-based tracking tools, and overseeing all aspects of Institutional Review Board (IRB) internal billing.

The position also runs standard financial reports for grants and other institutional reporting, maintains documentation to support audits, and assists with grant administration and compliance activities. This role works closely with central offices such as Purchasing, Accounts Payable, Travel Services, and Card Administrators to facilitate smooth and compliant financial operations. The Business Administrator assists in routine financial and administrative inquiries from faculty, staff, and external vendors and performs additional duties as assigned to support operational efficiency and organizational goals.

The successful candidate must have strong attention to detail and be highly process-oriented, with a foundational understanding of accounting and finance principles. Proficiency in enterprise financial, HR, reporting systems, and strong technical skills in Excel and Smartsheet are required. Excellent interpersonal and communication skills are essential due to frequent interaction with faculty, staff, and University partners.

Job Responsibilities

• Financial Transaction Processing: Process financial transactions, including purchase requisitions, invoices, travel reimbursements, and journal entries.
• Monthly Internal Billing for Institutional Review Board (IRB) Fees and maintaining Smartsheets
• Payroll coordination and employee onboarding
• Budget Tracking and Reconciliation Support: Track budget expenditures and assist in maintaining budget monitoring tools.
• Grant Documentation and Compliance Support: Support grant administration by organizing documentation running reports and tracking project deadlines.
• Coordination with Central Offices (Purchasing, Travel, Accounts Payable): Liaise with central offices such as Purchasing, Accounts Payable, Travel Services, and Card Administrators to support departmental financial activities.
• Other duties and responsibilities as assigned

Qualifications

• Associate's degree and 2 to 3 years of experience or equivalent combination of education and experience is required; Bachelor's preferred.
• Must have excellent interpersonal and organizational skills, ability to prioritize and manage multiple projects with limited supervision, and demonstrated ability to work independently and as part of a team.
• High attention to detail, accuracy and follow through required.
• Strong computer skills with proficiency with MS Office required.
• Knowledge of the following University systems for financial management is preferred: BEN Financials, WorkDay and Concur.
• Candidate should have strong financial, organizational, and time management skills, as well as a proficiency with Excel and Smartsheets.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Provost's Center

Pay Range

$49,500.00 - $65,000.00 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, 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.

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.

To apply, visit this link