Finance and Budget Coordinator in Architecture

Finance and Budget Coordinator in Architecture


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 Employers By State in 2021.

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
Finance and Budget Coordinator in Architecture

Job Profile Title
Coordinator B

Job Description Summary
Work closely with the Director of Administration and the School's Finance Department to oversee and monitor the Department of Architecture's $7M General Operating (approx. $13M with endowments) Budget, ensuring that all expenses fall within the approved department budget. Approve, coordinate, manage, record, and track all current expense transactions for the Department. This position recommends best procurement methods to faculty and students, monitors accounts, and identifies specific budget lines to support unforeseen expenses. The incumbent also provides instruction, training, and support on Penn Financial systems for students and faculty. The Finance and Budget Coordinator will also process invoices, purchase orders, and reimbursements and oversee accommodations for departmental guests. He/she will manage pro card and supplies, as well as the financial aspects of the lecture series, special events, and department meetings. He/she will also assist the Director of Administration in updating the department manual and notifying faculty of changes to University fiscal policies. Working with sensitive financial information, and communicating with consistency, discretion, and tact, this position develops and enforces department-specific financial policies and procedures that are in compliance with both University and government regulations and requirements.

Job Description





  • Work closely with the Director of Administration to oversee and monitor the Department s general operating budget. Approve all expenditures and ensure adherence to budgetary guidelines; meet weekly with the Department Coordinator to review department spending, and quarterly with the Department Coordinator, Department Chair, and Director of Finance to review financial reports.
  • Identify spending patterns, discuss key variances and potential problems, make recommendations for cost savings, and implement solutions to identified problems; work with the Director of Administration to identify available funding to support staff and faculty special projects.
  • Process invoices, purchase orders, reimbursements, secure travel and accommodations, manage department purchase card.
  • Implement, and enforce financial polices within the Department of Architecture to ensure compliance with University and government/IRS regulations, particularly related to travel reimbursement, current expense budgets.
  • Provide direct instruction to students and faculty on Penn Financial Systems (including Concur and Penn Marketplace), best practices, and on Penn/IRS policies; advise faculty on updates to university fiscal and allowable cost policy to ensure compliance.
  • Coordinate the process for awarding stipends and reimbursements for student travel.
  • Manage the financial aspects of the lecture series, special events, and departmental meetings arranged by other staff members.
  • Other duties and responsibilities as assigned.



Bachelor's Degree and 2 to 3 years experience required, or equivalent combination of education and experience.

Working Conditions:

Office, library, computer room

Physical Effort:

Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Design

Pay Range
$42,953.00 - $77,315.00

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check 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. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • 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.

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