Associate Director of Finance

Associate Director of Finance

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
Associate Director of Finance

Job Profile Title
Business Administrator C

Job Description Summary
Reporting to the Executive Director of Finance and Facilities Operations, under general direction, provide financial, budgetary, and administrative support related to the activity of the director and the faculty, staff, students, and visitors of the Annenberg School for Communication.

Job Description

  • Support the Executive Director of Finance with completing the ASC annual, five-year, and quarterly budget update and forecast process. Provide detailed support via reporting, data collection, review, projection, and integration with the operating budget.
  • Conduct monthly reconciliations, projections, financial analysis, and reporting. Complete detailed financial and data analysis on an ongoing basis by analyzing revenues and expenditures, identifying trends and outliers, and incorporating notable events into the budget and quarterly forecasts.
  • Analyze financial data and make supporting recommendations on spending restricted funds versus unrestricted funds on endowment income.
  • Support the Director and Senior Grants Manager as needed with the management of all pre-award and post-award sponsored program activity.
  • Maintain knowledge and understanding of university financial policies and procedures. Interpret and effectively communicate changes to existing policies and the development of new policies via email and website updates. Independently prepare and consistently update all ASC Business Office Standard Operating Procedure documentation, including (but not limited to): guide for graduate funding, predoctoral fellowship processes, independent service provider processes, finance guides for ASC students, postdocs, and research center staff.
  • Provide bonafide supervision of the Business Office Financial Coordinator and Administrative Assistant. Assign daily tasks and monitor completion, approve, and audit activity (ex. petty cash, CONCUR, payroll). Delegate additional tasks as appropriate.
  • Provide oversight on the process of posting Ph.D. tuition awards and serve as the primary contact for inquiries relating to tuition and graduate student stipends in Pennant. Stay up to date on the Next Generation Student System (NGSS) and its impact on the ASC-PhD tuition and stipend process. Work closely with the Assistant Dean of Graduate Studies to ensure accurate processing of tuition and stipends.
  • Monitor and maintain ASC information in various University systems including but not limited to: BEN, Data Warehouse, Space@Penn , Workday, AIM/FRES and CONCUR. Act as a final financial approver for travel expense reports in Concur, Purchase Orders in Ben Financials, and Late Pay approvals in Payroll.
  • Monitor the Business Office Resources page on the ASC website and provide updates and feedback to the ASC Communications office.
  • Represent ASC and the Business Office at appropriate University meetings such as the monthly Association of Business Administrators' meeting and other financial and project-related meetings. Be an active member of the following advisory groups and relay relevant information back to the ASC community: NGSS Advisory Board, Global Administrators Working Group, Global Operations and Support Council, Pennant Financial Aid Advisory Board.
  • Stand in for the Executive Director of Finance in her absence by overseeing Business Office operations and team. Attend meetings in place of Executive Director as needed.
  • Complete foreign finance reporting: quarterly BE-125 reporting, annual Schedule F reporting.
  • Serve as the liaison with Audit and Compliance, respond to inquiries and provide documentation and back-up for processes related to purchasing, travel, human subject payments, payments to non-Penn individuals.
  • Collaborate with the ASC IT department to identify the most cost-effective, university compliant, and eco-friendly means of purchasing laptops, desktops, and other IT equipment for the entire ASC community (students, staff, postdocs, faculty, etc.). Support IT with creating and maintaining equipment inventory records.
  • Serve as the main point of contact for procuring goods, services, and travel for ASC. Ensure proper Penn procurement processes are executed to ensure ASC remains compliant with university policies and tax regulations.
  • Additional duties as assigned.

A resume AND cover letter must be submitted in order to be considered for candidacy. May be uploaded as one document or two.


A Bachelor's degree in Accounting or Finance with a minimum of 3 to 5 years of experience working in higher education or an equivalent combination of education and experience is required. Previous supervisory experience required. Strong financial and accounting management skills, along with advanced Excel skills, are required. Knowledge of BEN Financials, Business Objects, Hyperion Planning, PENNANT, and NGSS, is strongly preferred.

Must have the ability to analyze and interpret financial data and prepare financial reports and projections. Excellent written and interpersonal communication skills are integral to this role. Maintaining a strong sense of stewardship and accountability for school and university resources is essential. The ideal candidate will be a financial resource and leader in the ASC Business Office by mentoring staff, being proactive in sharing ideas, and identifying areas of opportunity within the department.

Working Conditions
Office, library, computer room

Physical Effort
Typically sitting at a desk or table

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Annenberg School for Communication

Pay Range
$50,684.00 - $77,716.00

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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