"Financial Administrative Coordinator"

Financial Administrative Coordinator

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

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
The Financial Administrative Coordinator provides comprehensive financial and administrative support to ensure efficient daily operations. This role is responsible for coordinating, monitoring, and processing all transactions related to the Cardiovascular Medicine and Penn CVI research programs. Primary function of this position is to support the Director of Fiscal Operations for Research and Cardiology/CVI Grants Managers in monitoring account spending and preparing financial data for reporting. Maintain accurate records in compliance with University, State, and Federal regulations. Supports large research programs and labs with purchasing including using appropriate mechanisms to process all financial transactions, including purchasing, payables, receivables, and reimbursements. Ensure adherence to financial policies and procedures. Provide guidance to department contacts on proper processes and remain current on University financial policies. Perform general office duties such as filing, scheduling meetings, maintaining office equipment, assisting with the shipping & receiving of supplies, facilitate the use of university vehicles, and coordinating events. Serve as the primary contact for outside vendors. Submit work requests for building and equipment repairs; liaise with internal and external service providers.

Job Description

This position is contingent upon favorable funding.

Job Responsibilities

• Process and review transactions related to purchase orders for products/ services and scientific equipment necessary for clinical lab research and program support. Process non-PO payment and Concur expense reimbursements, providing support and guidance to Faculty and Delegates. Process service provider classification requests. Facilitate and track payments to suppliers, research and resolve delivery issues. Work collaboratively with UPHS business office personnel to provide cross purchasing support.
• Post-award grant support to senior team. Run monthly reports and send to PI via email for approvals, review reports, support GM with close-outs like closing POs, reconciliation, etc. Assist with Residual Balance paperwork, cleaning up old accounts, disable accounts. Development funds reporting, clean up accounts (close-out POs), etc.
• Responsible for attending any financial/asset trainings necessary for the position and any Cardiology/CVI staff meetings or staff updates. Works with Dir. of Fiscal Operations, other research admin staff as a team to contribute to the success of the Division and Institute. Works on year end closing activities, supports overall financial activities. There are different financial cycles including budgeting process and fiscal year close which brings challenges such as meeting Dept/AP
• Administrative support as needed to staff and faculty including assisting with travel arrangements, archiving research administration files, etc. Perform general office duties such as filing, scheduling meetings, maintaining office equipment, assisting with the shipping & receiving of supplies, facilitate the use of university vehicles, and coordinating events. Serve as the primary contact for outside vendors. Submit work requests for building and equipment repairs; liaise with internal and external service providers.
• Other duties and responsibilities as assigned

Qualifications

• High School Grad/GE Degree and 5 to 7 years of experience or equivalent combination of education and experience is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$21.15 - $28.85 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, 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.

Equal Opportunity Statement
The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

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.

University Benefits [list abbreviated for brevity, full details in text]