Financial Administrative Coordinator, Annenberg School for Communication

Job Description Summary

Reporting to the school's Associate Director of Finance, this position provides premier customer service by serving as the initial point of contact for Business Office inquiries from both internal and external clients. It also supports the work of members of the Business Office team, including the Executive Director of Finance and the ASC Business Administrator.

Job Responsibilities

• Provide premier customer service by serving as the initial point of contact for Business Office inquiries from both internal and external clients. Serve as the financial policy and process "expert" for all school constituents. Request and synthesize information, research inquiries, and escalate complex issues to others as appropriate. Display a positive attitude, friendly demeanor, and high level of customer service when assisting clients.
• Monitor faculty, student, and postdoctoral fellow research and travel expenses - reconcile, prepare, and distribute quarterly reports to all members of the standing faculty, the graduate student body, and postdoctoral fellows. Field questions, independently research and communicate answers, and make corrections as needed.
• Assist with processing payroll allocations and reallocations, invoicing, and purchase orders for sponsored program activity.
• Process, review, and reconcile all internal requisition requests, purchase orders, vendor payments, ProCard receipts, and revenue deposits via Ben Financials. Approve and receipt invoices for payment. Manage blanket purchase order payments and balances via Excel.
• Work proactively and independently with vendors and appropriate central university offices to investigate and correct issues, as necessary. Serve as the point of contact between the school and various central university departments.
• Manage and oversee the school's travel and expense reimbursement via Concur. Review and approve expenses submitted by faculty, staff, students, and other authorized individuals. Prepare and submit expense reports as a delegate for faculty and other members of the community as needed.
• Assist the school's lab coordinators and event planners with the processing of honoraria, limited engagement, and contractor agreements and payments. Ensure compliance with ISP policies and communicate changes/updates to policies and/or processes.
• Assist with the preparation of financial reports, meeting documentation, and presentations.
• Serve as the backup to the school's Workday Payroll Allocation Specialist.
• E-file all Business Office documents and ensure shared folders are organized and easily accessible.
• Make on-campus deposits when necessary.
• Other duties as assigned.

Qualifications

• A High School Diploma or GED and 5 years of experience or equivalent combination of education and experience is required. Overall knowledge of administrative and clerical procedures and systems required. Experience with Microsoft Office suite, scanning, managing files and records, and other office procedures a must. Must be reliable, punctual, and exhibit professional maturity. Excellent attention to detail is a must. Ability and desire to troubleshoot and investigate issues is a must. The ideal candidate will have excellent written and verbal communication skills, outstanding customer service skills, and a great attitude. Familiarity with Penn financial systems is a plus.

A resume AND cover letter must be submitted with the application.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Annenberg School for Communication

Pay Range

$21.15 - $27.50 Hourly Rate