Financial Administrative Coordinator

University of Pennsylvania•Philadelphia, PA

7d•$21 - $29

About The Position

The Financial Administrative Coordinator provides comprehensive financial and administrative support to ensure efficient daily operations. This role is responsible for coordinating, monitoring, and processing all transactions related to the Cardiovascular Medicine and Penn CVI research programs. Primary function of this position is to support the Director of Fiscal Operations for Research and Cardiology/CVI Grants Managers in monitoring account spending and preparing financial data for reporting. Maintain accurate records in compliance with University, State, and Federal regulations. Supports large research programs and labs with purchasing including using appropriate mechanisms to process all financial transactions, including purchasing, payables, receivables, and reimbursements. Ensure adherence to financial policies and procedures. Provide guidance to department contacts on proper processes and remain current on University financial policies. Perform general office duties such as filing, scheduling meetings, maintaining office equipment, assisting with the shipping & receiving of supplies, facilitate the use of university vehicles, and coordinating events. Serve as the primary contact for outside vendors. Submit work requests for building and equipment repairs; liaise with internal and external service providers.

Requirements

High School Grad/GE Degree and 5 to 7 years of experience or equivalent combination of education and experience is required.

Responsibilities

Process and review transactions related to purchase orders for products/ services and scientific equipment necessary for clinical lab research and program support.
Process non-PO payment and Concur expense reimbursements, providing support and guidance to Faculty and Delegates.
Process service provider classification requests.
Facilitate and track payments to suppliers, research and resolve delivery issues.
Work collaboratively with UPHS business office personnel to provide cross purchasing support.
Post-award grant support to senior team. Run monthly reports and send to PI via email for approvals, review reports, support GM with close-outs like closing POs, reconciliation, etc.
Assist with Residual Balance paperwork, cleaning up old accounts, disable accounts.
Development funds reporting, clean up accounts (close-out POs), etc.
Responsible for attending any financial/asset trainings necessary for the position and any Cardiology/CVI staff meetings or staff updates.
Works with Dir. of Fiscal Operations, other research admin staff as a team to contribute to the success of the Division and Institute.
Works on year end closing activities, supports overall financial activities. There are different financial cycles including budgeting process and fiscal year close which brings challenges such as meeting Dept/AP
Administrative support as needed to staff and faculty including assisting with travel arrangements, archiving research administration files, etc.
Perform general office duties such as filing, scheduling meetings, maintaining office equipment, assisting with the shipping & receiving of supplies, facilitate the use of university vehicles, and coordinating events.
Serve as the primary contact for outside vendors.
Submit work requests for building and equipment repairs; liaise with internal and external service providers.
Other duties and responsibilities as assigned

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.