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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 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

Business Administrator for Finance and Facilities

Job Profile Title

Business Administrator B

Job Description Summary

Reporting to the Director of Budget and Facilities for Central DAR, the Business Administrator B will be primarily responsible for budget administration for the office of Programs and Special Events (P&SE), which includes managing creation and payment of all invoices, creating and tracking Purchase Orders, Non-PO’s and Procurement Card purchases, and monitoring and reconciling the P&SE budget and Event Budgets via the BEN Financial System. This position requires frequent and professional communication with multiple event planners, event owners, external vendors, and the Penn Purchasing department. It requires the ability to generate clear reports detailing costs incurred and costs pending with expected dates for payment of invoices. This position is expected to work in high demand and during the busiest period September through May. Additionally, during slow time from PSE responsibilities this position, will assist with travel reimbursement review for Central DAR. Will serve as backup for financial coordinator duties and payroll processing of additional pays for Central Development and Alumni Relations, if needed. This position requires understanding and applying applicable accounting standards and policies; analysis, reporting and research; as well as completing the processing from start to finish. Will need to work independently with minimal supervision to manage, process, monitor and analyze revenue and expense transactions, purchasing and meeting card journals and expense reports. Will generate monthly reports using Ben Financials or other financial systems and conduct monthly reconciliations.

Job Description

Job Responsibilities

• Administer, process and approve purchases for Program and Special and Events on all procurement related activities and budgetary analysis including:;

• Manage invoices/deposits of event expenses including reallocation to event owner budget

• Manage Monthly budget reconciliation and year-end projections

• Manage Department event contracts deposits and payment deadlines

• Generate Monthly reports detailing expenses incurred by event and budget center and provide report to Senior Executive Director

• Manage PO’s, Non-Pos, petty cash funds and Purchasing and /Meeting Card transactions for PSE

• Manage year end closing activities for PSE.

• Meet with event planners regularly and ensure procurement policies are followed and utilize best practice for payment processing.

• Assist with reviewing travel reimbursements in Concur during downtime with PSE responsibilities.

• Backup for financial coordinator and payroll processing of timesheets and additional pays.

• Act as primary liaison to other University offices, and represent the center at meetings in matters relating to procurement..

• Perform ad hoc analysis as requested.

• Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.

Qualifications

• BA/BS, preferably in business.

• Two to three years of experience in financial field; preferably at the University or equivalent combination of education and experience required.

• Knowledge of University's financial policies, systems and procedures preferred.

• Ability to understand the complexities and responsibilities of how a central office works with all schools and centers.

• Ability to analyze and interpret data and report on same.

• Proficient in use of University Systems preferred: BEN Financials, Penn Mrketplace, Concur, Workday/Payroll, Data warehouse.

• Working knowledge of Microsoft Excel, Words and Power Point.

• Excellent numerical aptitude, detailed oriented and good analytical skills..

• Excellent interpersonal and communication skills (both oral and written).

• Ability to interact with various levels of staff throughout the University.

• Sensitivity to confidential materials.

  Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$43,919.00 - $64,600.00 Annual 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, as well as internal and market factors and grade profile.

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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  To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay

  The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.