"Program Coordinator"

Job Details

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

Program Coordinator

Job Profile Title

Coordinator, Program

Job Description Summary

Manage all weekly and monthly payroll transactions in Workday, (CPUP and University) for faculty, staff, postdoctoral researcher/fellows, work-study/student workers, and temporary/extra employees, while adhering to all posted deadlines. Prepare, maintain, and manage Hematology Oncology’s salary/effort spreadsheets for all monthly and weekly paid employees, according to annual budget, in collaboration with grants managers, both internal and external, as well as the Director of Division Administration and Financial Administrator to collect payroll funding support sources and documentation. Update VA support for select faculty quarterly. Process incentives, one-time payments in Workday. Review monthly reports to identify wayward and suspense transactions, reallocate and/or journal accordingly. Reconcile all university non-grant accounts monthly. Provide financial analytics and auditing support for the university payroll functions across the division. Work with the Faculty Coordinator and Manager of Administration and Finance to complete the new employee setup in the payroll system, Faculty appointments and reappointments. Work with the Office of International Programs to process all J1’s and H1B’s applications. Appointment and reappointment of Post-Doctoral researchers. Help coordinate the faculty and staff annual budget along with the Director of Division Administration, Manager of Administration and Finance, and Financial Administrator. Provide support to the Administrative and Financial officer, Grants Mangers, Director of Division Administration, and Financial Administrator.

Job Responsibilities

• Manage all weekly and monthly payroll transactions in Workday, (CPUP and University) for faculty, staff, postdoctoral researcher/fellows, work-study/student workers, and temporary/extra employees, while adhering to all posted deadlines.
• Prepare, maintain, and manage Hematology Oncology’s salary/effort spreadsheets for all monthly and weekly paid employees, according to annual budget, in collaboration with grants managers, both internal and external, as well as the Director of Division Administration and Financial Administrator to collect payroll funding support sources and documentation.
• Update VA support for select faculty quarterly.
• Process incentives, one-time payments in Workday.
• Review monthly reports to identify wayward and suspense transactions, reallocate and/or journal accordingly.
• Reconcile all university non-grant accounts monthly.
• Provide financial analytics and auditing support for the university payroll functions across the division.
• Work with the Faculty Coordinator and Manager of Administration and Finance to complete the new employee setup in the payroll system, Faculty appointments and reappointments.
• Work with the Office of International Programs to process all J1’s and H1B’s applications.
• Appointment and reappointment of Post-Doctoral researchers.
• Help coordinate the faculty and staff annual budget along with the Director of Division Administration, Manager of Administration and Finance, and Financial Administrator.
• Provide support to the Administrative and Financial officer, Grants Mangers, Director of Division Administration, and Financial Administrator.

Qualifications

Bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience preferred. Detail-oriented and strong interpersonal communication skills are required. Workday experience is preferred. Knowledge of University policies and some sponsored projects experience desired.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$23.80 - $34.00 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

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities.
• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.