Financial Administrative Coordinator, Annenberg School for Communication

University of Pennsylvania•Los Angeles, CA

11d•$21 - $28•Onsite

About The Position

Reporting to the school’s Associate Director of Finance, this position provides premier customer service by serving as the initial point of contact for Business Office inquiries from both internal and external clients. It also supports the work of members of the Business Office team, including the Executive Director of Finance and the ASC Business Administrator.

Requirements

A High School Diploma or GED and 5 years of experience or equivalent combination of education and experience is required.
Overall knowledge of administrative and clerical procedures and systems required.
Experience with Microsoft Office suite, scanning, managing files and records, and other office procedures a must.
Must be reliable, punctual, and exhibit professional maturity.
Excellent attention to detail is a must.
Ability and desire to troubleshoot and investigate issues is a must.
The ideal candidate will have excellent written and verbal communication skills, outstanding customer service skills, and a great attitude.
A resume AND cover letter must be submitted with the application.

Nice To Haves

Familiarity with Penn financial systems is a plus.

Responsibilities

Provide premier customer service by serving as the initial point of contact for Business Office inquiries from both internal and external clients.
Serve as the financial policy and process “expert” for all school constituents.
Request and synthesize information, research inquiries, and escalate complex issues to others as appropriate.
Display a positive attitude, friendly demeanor, and high level of customer service when assisting clients.
Monitor faculty, student, and postdoctoral fellow research and travel expenses – reconcile, prepare, and distribute quarterly reports to all members of the standing faculty, the graduate student body, and postdoctoral fellows.
Field questions, independently research and communicate answers, and make corrections as needed.
Assist with processing payroll allocations and reallocations, invoicing, and purchase orders for sponsored program activity.
Process, review, and reconcile all internal requisition requests, purchase orders, vendor payments, ProCard receipts, and revenue deposits via Ben Financials.
Approve and receipt invoices for payment.
Manage blanket purchase order payments and balances via Excel.
Work proactively and independently with vendors and appropriate central university offices to investigate and correct issues, as necessary.
Serve as the point of contact between the school and various central university departments.
Manage and oversee the school’s travel and expense reimbursement via Concur.
Review and approve expenses submitted by faculty, staff, students, and other authorized individuals.
Prepare and submit expense reports as a delegate for faculty and other members of the community as needed.
Assist the school’s lab coordinators and event planners with the processing of honoraria, limited engagement, and contractor agreements and payments.
Ensure compliance with ISP policies and communicate changes/updates to policies and/or processes.
Assist with the preparation of financial reports, meeting documentation, and presentations.
Serve as the backup to the school’s Workday Payroll Allocation Specialist.
E-file all Business Office documents and ensure shared folders are organized and easily accessible.
Make on-campus deposits when necessary.
Other duties as assigned.

Benefits

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.
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.
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.
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.
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.
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.
Penn provides an array of resources to help you advance yourself personally and professionally.
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.
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 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 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.
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.