Financial Administrative Coordinator (Neuroscience)

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Financial Administrative Coordinator (Neuroscience)

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 (Neuroscience)

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
In support of the joint Department of Neuroscience and Mahoney Institute for Neurosciences Business Office, create and maintain accurate payroll records for all faculty and staff in the department, reconcile monthly accounting records for departmental accounts and update/maintain projection spreadsheets, act as custodian for departmental procurement (credit) card, process purchasing, reimbursement and other transactions as needed; maintain strict compliance with all University and Departmental policies, assist with staffing and hiring process, act as liaison between department and central HR.

Job Description

Description:

Reporting to the Administrative and Financial Officer, provide general administrative and financial support for personnel/staffing and financial activity including: monitor postdoc and academic support staff appointments and reappointments to ensure all payroll records are updated in a timely way; when appropriate, prepare all visa application materials; prepare and submit job requisitions in Workday in support of new and replacement staff positions; review and approve weekly timesheets; prepare purchasing/payables transactions; and review and reconcile financial activity in assigned accounts.

Duties:

Monitor all postdoc and academic support staff appointments; in a timely way, initiate re-appointment process, including reappointment letters; enter reappointment transactions in Workday to ensure all updates are completed in a timely fashion. Initiate appointment process for all new appointments; act as point of contact for all new and re- appointments.

In conjunction with postdoc appointments, where necessary, prepare and submit all visa application information in iPenn system for all new appointments; monitor status of all active visas and initiate renewal actions when appropriate. Act as liaison between Department and office of International Student and Scholar Services.

Prepare job requisitions in Workday for all new and replacement staff positions; monitor job requisition approval and posting process; provide support for managers working through the applicant review and interview process; review and approve weekly timesheets.

Prepare purchasing/payables transactions for approval and submission, includes: create purchase requisitions or check requests based on information provided by lab personnel, verify accounting codes, and ensure that approval is documented.

Provide back-up support for the Mahoney Institute for Neurosciences Coordinator and Assistant to the Chair as needed.

Review and reconcile all financial activity within a defined portfolio on a monthly basis, includes: verifying that transactions are posted to the correct accounts and identifying and resolving discrepancies; prepare correcting entries as needed.

Filing, mail distribution, and general administrative duties.

Qualifications:

A High School Diploma or GED and 5 years of experience or equivalent combination of education and experience is required. Bachelor degree preferred. Experience with University financial systems a plus. Strong background with MS Office suite required. Strong interpersonal, communication and writing skills, and organizational skills preferred. Ability to maintain confidentiality with respect to highly sensitive data required. Ability to manage competing deadlines required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$20.45 - $30.82

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.



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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Clinical-Research-Building---2nd-Floor/Financial-Administrative-Coordinator--Neuroscience-_JR00054036

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