What are the responsibilities and job description for the BUSINESS ADMINISTRATOR, FINANCE AND OPERATIONS position at The University of Pennsylvania?

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, Finance and Operations

Job Profile Title

Business Administrator A

Job Description Summary

Reporting to the Senior Accountant of Finance and Operations for Central DAR, the Business Administrator with limited supervision is responsible for performing and administering all aspects of procurement processes, assist with travel processing and review, and backup for payroll processing of timesheets and additional pays for Central Development and Alumni Relations 350 employees. This includes understanding and applying applicable accounting standards and policies; analysis, reporting and research; as well as completing the processing from start to finish. The Business Administrator is also responsible for administrating and coordinating the facilities / operational needs of all DAR staff in FMC, Sweeten Alumni House, and 3910 Chestnut Street, and will help support end-users in Central DAR as needed. Will need to work independently to manage, process, monitor and analyze revenue and expense transactions, purchasing and meeting card journals, weekly payroll and personnel activities, expense reports and work space updates. 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 Central DAR on all procurement related activities; reallocate / transfer funds as necessary, primary reviewer for travel reimbursements and backup for payroll processing of timesheets and additional pays.
Act as primary BEN financial support provider (FSP) for Central DAR (provide training and ongoing support to employees with financial responsibilities); train individuals in proper use of financial forms; oversee preparation of financial forms; approve financial forms and on-line purchase orders.
Prepare training and informational materials and presentations to end-users, specifically in the use of BEN Financials and the Marketplace.
Act as primary liaison to other University offices, and represent the center at meetings, on task forces, etc, in matters relating to procurement and facilities.
Perform ad hoc analysis as requested.
Assist Senior Accountant and Director in the Year-End Closing Process.
Manage Purchasing / Meeting Card transactions for center.
Primary contact for all aspect of DAR facilities that include FMC Tower, Sweeten, Alumni House, and 3910 Chestnut Street.
Provide backup support for PSE BA, as needed.
Other duties as assigned by Director and / or COO.
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

Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is 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 Marketplace, Concur, Workday / Payroll and Space of Penn.

Working knowledge of Microsoft Excel, Word, 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

43,888.00 - $56,000.00 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.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be 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.

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

Salary : $43,888 - $56,000

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