Financial Administrative Coordinator, Business Affairs, Penn Law

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Financial Administrative Coordinator, Business Affairs, Penn Law

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 Employers By State in 2021.

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
Financial Administrative Coordinator, Business Affairs, Penn Law

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
The University of Pennsylvania Carey Law School is one of the nation's oldest and most distinguished law schools. The School offers a distinctive cross-disciplinary legal education, drawing on the depth and breadth of the University of Pennsylvania. The resulting intellectual opportunities and professional relationships bridge traditional boundaries and disciplines, making the Law School an extraordinarily supportive academic community for its scholars and students alike.

The University of Pennsylvania Carey Law School staff play a critical role in providing a world-class educational environment, supporting faculty, students, alumni, and fellow staff members in a collaborative and ambitious environment.

Penn Carey Law has two Financial Administrative Coordinators who complete, with great attention to detail, a variety of important administrative tasks for the Law Business Affairs Office in support of its Business Administrator, Director of Fiscal Operations, and Vice Dean for Business Affairs. The successful person will be knowledgeable of University policy and practice, work cooperatively with members of the Business Affairs Office, and be responsive to the needs of the Penn Law community.

Job Description

Duties include:

Payroll, Staff, Other Disbursements:

Process employment forms and create on-line payroll records through Workday; update on-line payroll records; process and monitor hours worked weekly by students, part-time employees, and Work/Study employees. Prepare weekly reports for distribution to supervisors. Approve weekly timesheets.


In the online travel and entertainment system (Concur), serve as a reviewer for Penn Law faculty, staff, and students. Assume the role of delegate for faculty at their request and some staff. Respond to questions regarding the system. For those reimbursements that cannot be processed through the online system, prepare and complete reimbursements through the Penn Marketplace and assist in the ongoing reconciliation of payments using BEN Financials applications. Review reimbursement forms for adherence to University and Penn Law policy and practice, and appropriateness of charges.

Manage Fresh Desk:

Assign tickets and primary gatekeeper of the queue.

Purchasing & Supplies:

Create purchase orders, track requests, and compile data for financial reports as needed. Assist end users with their independent use of the system through the shopping cart role. Prepare orders using BEN Financials Purchasing and Procurement card, identify and deliver orders when received, obtain receipts for all orders delivered directly to other departments and requestors, and reconcile billing of orders.

Organize, stock, and maintain the Law School Ernie Gonsalves Staff Lounge.

Place orders through BEN Financials Purchasing for catalog and non-catalog items. Assist departments in placing departmental orders. Assist departments in obtaining vendor information and pricing when necessary.


Process Purchasing Card transactions when appropriate per request by Law School faculty or staff. Update database of Pcard transactions and reconcile to monthly PaymentNet application reports. Reallocate weekly Pcard transactions.

Assist colleagues in the Business Affairs Office on a variety of projects as needed, including department billing, data entry, deliveries around campus, report preparation, and the ongoing maintenance and security of payment and payroll files.

Work Cooperatively in a Team Environment:

Approach work in a cooperative and service-oriented manner. Share equipment and responsibilities in a sensitive and supportive manner. Understand and support the overall mission of the Law School.


High School diploma and 5 to 7 years of increasing responsibility in a fast-paced, customer service oriented administrative environment required or equivalent combination of education and experience. Bachelors' Degree preferred. Excellent ability to prioritize work and to communicate well with a wide variety of constituents required. Must demonstrate ability to handle confidential information with responsibility and respect. Must be able to demonstrate strong customer-service ethic and excellent attention to detail. Prior experience and knowledge of the University Payroll System, Concur travel and entertainment system, PennERA, and/or BEN Financials is preferred. Strong skills in Word, Excel, and Power Point are required.

A cover letter is required with application materials.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Law School

Pay Range
$20.00 - $36.00

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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