Business Administrator A
About The Position
This position will provide administrative and research support for the PACCD PIs in Stemmler Suites to include financial reports, purchasing requests, accounts payable, reimbursement and travel coordination for 10 PIs, fellows and research staff utilizing Ben financials, XM (UPHS) Concur and Penn Marketplace. Will maintain training and access requirements for fluency with all applications. Coordinates travel scheduling and reimbursement for faculty, post-doctoral researchers, staff and guests. Responsible for Procard management by applying division and University policy adherence to all purchases and completing monthly reconciliation and payments by required deadline. Manage, track and maintain lab and administrative space under the direction of the Division Chief and Vice Chief of Research. This includes completing the lab space survey in tracking individual use of bench space by all individuals in correlation to research direct cost reporting. Coordinate and purchase office and lab supplies. Support, organize and manage scheduling and administrative tasks for PIs and provide coverage of the Chief’s calendar. Oversee and coordinate the various academic and scientific conferences to include creating schedules, presenter materials, AV, catering and attendance for minutes as necessary. Coordinate onboarding and access to Stemmler Suite with all management and security offices and request PennCards for new hires. Complete facilities requests for routine maintenance of suite.
Requirements
- Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.
- Strong attention to detail; willingness to ask questions in order to understand the business being conducted; ability to handle multiple competing deadlines.
Nice To Haves
- Bachelor's degree in accounting or business administration field is a plus.
Responsibilities
- Create, update and/or distribute internal reports; run and assemble reports, attach documentation, and distribute reports to faculty /investigators.
- Attend monthly financial meetings with PI & BA to review financial reporting and document action items.
- Manage and track lab and administrative space for Stemmler 2nd & 4th Floors.
- Meet regularly with division chief and vice chief of research to plan office transitions, submit maintenance requests, moving of furniture, office reassignment, and identifying space for new hires.
- Prepare and complete lab space survey in coordination with PIs and research leadership.
- Complete purchasing for both office and lab supplies.
- Under the direction of lab manager or PI, will submit lab purchases and assure adherence to grant and university guidelines for appropriate purchasing.
- Will prepare and complete lab specimen shipments for teams as necessary.
- Manage the division Procard which can support 100+ faculty and staff for all allowable purchases.
- Responsible for monthly reconciliation and payment submission by the required deadline.
- Will abide and uphold University policies for all purchases.
- Completes purchasing and accounts payables activity such as preparing POs or reimbursement requests, collection of appropriate documentation, ensuring payments are made, confirming data entry of proper COA by AP/Travel, entering electronic receipts against POs, using Ben Financials, Concur & XM in accordance with University & Health System finance policies and procedures.
- Maintain access and fluency with all applications by completing required training.
- Provides administrative support for scheduling meetings for PIs and research teams and back up coverage of division Chief schedule.
- Coordinates daily educational conferences to include preparing meeting materials, catering, and video meeting access for internal and external meetings.
- Responsible for coordinating onboarding for students, visiting scholars with Associate Director of Research, obtaining access to Stemmler building and suite and providing mandatory safety policies for all suite personnel and guests.
- Coordinates routine maintenance and facilities requests for the entire suite.
- Restocks supplies in all applicable areas and maintains storage space.
- Completes and maintains biosketches and CVs for PIs.
- Other duties and responsibilities as assigned.
Benefits
- excellent healthcare
- 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
- Health, Life, and Flexible Spending Accounts
- comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
- flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
- Tuition assistance here at Penn for employee, spouse, and dependent children
- Tuition assistance at other institutions for dependent children
- generous retirement plans
- pre-tax or Roth basis retirement savings
- wide variety of investment options through TIAA and Vanguard
- substantial amount of time away from work
- Long-Term Care Insurance
- Wellness and Work-life Resources
- Professional and Personal Development
- access to a wide range of University resources as well as cultural and recreational activities
- free or discounted admission and memberships to Penn arts and cultural centers and museums
- substantial savings on other goods and services
- Flexible Work Hours
- forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia
- Adoption Assistance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
