Financial Administrative Coordinator, Fiscal Operations - Penn Dental Medicine

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Financial Administrative Coordinator, Fiscal Operations - Penn Dental Medicine

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.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
Financial Administrative Coordinator, Fiscal Operations - Penn Dental Medicine

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
The primary responsibilities of this position include providing administrative support for the Fiscal Operations Department. Schedules appointments and meetings, coordinate meeting arrangements, and arranges travel. Plan events including but not limited to board/committee meetings, faculty socials, workshops, and symposiums. Drafts and proofreads routine correspondence, seminar announcements/flyers and minutes. Provide other senior level office support, including greeting, escorting and directing guest speakers during visits. Handling reimbursements and knowledge of the concur expense system is a plus. The individual must have excellent written and verbal communication skills, excellent interpersonal skills, and a strong customer service orientation. This person will provide back-up support to senior administration as needed. Perform other duties as needed or assigned.

Job Description

  • Serve as initial default reviewer of all travel and entertainment (TEM) expense reports. Verify appropriateness of expenses and review attached receipts for compliance with University and PDM policies. Serve as subject matter expert for departmental delegates/travelers in Concur and TEM system. Verify PDA forms and non-Penn employee travel reimbursements in preparation of submission. Process purchasing card transactions for PDM's 75 cardholders on a weekly basis to verify appropriate documentation has been received. Verify appropriateness of purchase in accordance with University buying policies (Commodity Matrix), attached required receipts and budgetary approvals. As transaction reviewer, submit corresponding journal entries to identified budget code, meeting established weekly deadline with General Ledger. Serve as liaison with University Purchasing Card Administrator to insure compliance with University policies.
  • Coordinate and process monthly stale check reports to Comptroller's Office according to state guidelines. Follow up with mailings to payees requesting updated contact information to resubmit payments; perform necessary actions to ensure due and maintain completeness of employee payroll documents, purchasing cardholder, and financial files which house highly information. Contact cardholders to obtain missing Provide original documents to appropriate individuals for filing/archiving. Coordinate archiving accounts with University Records Center. Assist Director and Associate Director with compilation of data as needed.
  • Monitor/reconcile monthly financial exception reports-suspense and wayward; submit correcting journals as needed. Reconcile internal transaction log activity with BEN Financials reports. Produce monthly uniform financial reports. Maintain organized structure in shared drive repository for business administrator retrieval.
  • Coordinate new hire documentation; serve as PDM I-9 document/status verifier.
  • Provide back-up support to senior administration as needed. Perform other duties as needed or assigned.
  • In consultation with GMO Associate Director assist with prep, review, and submission of sponsored program proposals. Review/approve sponsored program related purchase orders
  • Other duties as assigned.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
School of Dental Medicine

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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