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 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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Financial Administrative Coordinator

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
The Financial Administrative Coordinator position serves as the primary point of contact for the Office of Budget & Finance and will interface regularly with departments and offices within the school and the university more broadly. This position dually reports to the Vice Dean of Finance and Administration and the Director of Fiscal Operations. The individual in this position will be responsible for overseeing and maintaining confidential financial files, and therefore will be expected to carry out duties with utmost confidentiality.

Job Description

The position provides financial, administrative and operational support for the Vice Dean of Finance and Administration and all School central services, including Finance, The Deans Office, Student Affairs, Development, HR, IT, Facilities.

Administrative and operational support include:
  • Maintain Vice Dean of Finance and Administration calendar
  • Schedule group meetings for small and large groups, reserve conference rooms and equipment for meetings
  • Prepare materials for meetings and assist with preparing reports, writing correspondence
  • As directed review and edit presentation materials and assist in facilitating meeting presentations
  • Answer telephones, take messages, screen and transfer calls, and route consult calls as appropriate
  • Manage all shipping transactions for billing accuracy
  • Review and distribute mail
  • Create, organize and maintain confidential files and records
  • Maintain office equipment/supply inventory to ensure all business operations are maintained and supported to avoid disruptions
  • Coordinate the mission continuity exercise

Financial responsibilities include broad procurement practices, Pro card management and compliance, and TEM management including:
  • Prepare expense reports in Concur/TEM; default reviewer for Concur/TEM for all of Central Services; check for compliance and ensure policies are being followed; submit WebADI changes
  • Prepare purchase orders in Ben Financials for Central Services; approver for purchase orders from various requisitioners; submit all new supplier requests for vendors and students
  • Submit Independent Contractor requests
  • Prepare, submit and track all guest travel reimbursements, awards and honoraria for Central Services
  • Process all Non-PO payments for Central Services
  • Reconcile all accounts payable invoices
  • Oversee all Procards for Central Services; manage weekly allocations in the general ledger and update accounts/reallocations
  • Prepare journal entries for Central Services
  • Review of purchase orders for closing purposes and open encumbrances
  • Process all deposits for Central Services
  • May be required, at times, to hand carry documents to other schools/centers on campus.
  • Perform other duties as assigned


H.S. Diploma or G.E.D. and 5 -7 years of experience or equivalent combination of education and experience is required. A Bachelor's Degree is preferred. This position requires strong verbal and written communication skills and excellent interpersonal skills; a confident and professional demeanor; strong attention to details and excellent organizational skills. Strong working knowledge of computer programs including Microsoft Office, Excel, Word, PowerPoint and Outlook is also required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Veterinary Medicine

Pay Range
$20.00 - $30.67

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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