"Business Administrator, Wharton Visiting Student Programs"

Job Description

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

Business Administrator, Wharton Visiting Student Programs

Job Profile Title

Business Administrator B

Job Description Summary

Wharton School Overview
Founded in 1881 as the world's first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education's individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Job Description

Reporting to the Business Manager, this position provides robust administration of daily and longer-term financial operations and procurement support for multiple orgs making up the Wharton Visiting Student Programs revenue business units. This includes but is not limited to:

• Oversee departmental procurement, guiding department staff on the best purchasing method for the situation and ensuring that all purchasing needs are accurately and efficiently met and consistent with university processes:
  • Review/approve and monitor/close requisitions and POs; guide the review of purchasing contracts with Penn Procurement
  • Process non-PO invoices, onboard new vendors, facilitate Service Provider Classification determinations
  • Manage all departmental credit cards (perform weekly purchasing card reallocations and monthly statement reconciliation, facilitate applications for new travel/meeting cards)
• Manage incoming bank payments and assist with large volume of credit card payments, to ensure timely and accurate application of payments to student records or business unit accounts:
  • Provide support to students and parents during enrollment to ensure their ability to pay, including answering questions about fees, deposits, payment methods, and outstanding balances
  • Reconcile daily bank activities with Salesforce, and provide month-end bank payment reconciliation reporting; investigate unidentified payments and apply payments as identified.
  • Assist with credit card payment activity/reconciliation as needed
  • Facilitate the non-PO refund process, including managing supplier registration and tracking refunds for reconciliation. Work with payors to answer questions regarding refund options, and troubleshoot complex refund scenarios that may arise.
• Manage large volume of student/temporary worker payroll:
  • Create job requisitions, manage Workday hiring and onboarding tasks, ensure accurate costing allocation assignments, perform payroll reallocations as required
  • Serve as timesheet timekeeper approver, monitoring for adherence to weekly hour limits
  • Answer student or business staff questions regarding hiring, onboarding, or time reporting
  • Terminate workers in a timely manner after their assignment is complete
• Oversee expense reimbursement functions:
  • Manage Travel and Expense Management (TEM) to ensure correctness, completeness, and accuracy on Concur reports and compliance with University and School policies; serve as Concur default reviewer for department users
  • Provide guidance for all TEM related questions and troubleshoot any complex travel reimbursement issues
• Manage or assist with school and university compliance and reporting functions:
  • Manage quarterly faculty royalty reporting process, including accurate reconciliation and recording of revenues, calculation of royalties owed, and issuance of royalty reporting and non-PO payments to applicable entities.
  • Assist with the review and completion of requests for domestic and international tax and activity reporting, fiscal year-end closing reports, etc
  • Support Business Manager as needed in the creation of annual budget and periodic budget forecasts, and other financial reporting

QUALIFICATIONS

Bachelor's degree with 2-3 years of related experience or an equivalent combination of education and experience is required. Expected competencies include a demonstrated ability to take initiative and assume responsibility; comfort working independently as well as collaboratively; a proactive work style with strong follow-up skills; strong attention to detail and accuracy; and the ability to work effectively under pressure while remaining flexible in order to adapt quickly to changing priorities. The successful candidate will also have strong interpersonal skills and must be able to communicate effectively with a variety of stakeholders, including to enforce guidelines and protocols in a diplomatic manner. An understanding of purchasing and expense processes in a university setting is helpful, and documented experience with Penn systems (BEN, Workday, Salesforce) as well as advanced skills in Microsoft Office (particularly Excel) and Business Objects is preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$55,000.00 - $68,000.00 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.