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.

Job Description Summary

The position provides comprehensive financial, administrative, and operational support to ensure effective business office functions. This role is responsible for financial transaction processing, reporting, reconciliation, and supporting budgeting activities while maintaining compliance with organizational policies and procedures. The position requires strong attention to detail, excellent organizational skills, and the ability to interact effectively with a wide range of stakeholders.

Job Responsibilities

• Manage and reconcile procurement card (PCARD) and meeting card transactions in accordance with established policies.
• Enter, review, and process expense reimbursements in Concur, ensuring compliance with institutional guidelines.
• Utilize Business Objects or similar reporting tools to reconcile financial data and identify discrepancies or anomalies.
• Coordinate purchasing activities, including ordering goods and services and ensuring proper documentation. Process supplier invoices and payments and assist with onboarding new vendors in the financial system.
• Run and distribute monthly financial (BEN) reports to administrative units to support budget monitoring and decision-making. Prepare and process journal entries with appropriate documentation and approvals.
• Collaborate with internal and external stakeholders to support business office operations and resolve issues. Compile faculty correspondence and assist in the preparation and coordination of budget books and related materials.
• Provide support for budgeting processes, including data input and analysis using tools such as SmartView.
• Respond to non-technical inquiries, troubleshoot issues, and route communications to appropriate contacts.
• Distribute incoming mail and checks in a timely and secure manner.
• Perform additional duties as assigned.

Qualifications

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