Business Manager (Hybrid Eligible)

Business Manager (Hybrid Eligible)

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
Business Manager (Hybrid Eligible)

Job Profile Title
Business Manager A

Job Description Summary
Reports to the Senior Director, Programs and Special Events, Development and Alumni Relations. Position is responsible for budget administration for the office of Programs and Special Events (P&SE), which includes managing creation and payment of all invoices, creating and tracking Purchase Orders and Procurement Card purchases, and monitoring and reconciling the P&SE budget and Event Budgets via the BEN Financial System. This position requires frequent and professional communication with multiple event planners, event owners, external vendors, and the Penn Purchasing department. The Business Manager is responsible for providing and supervising operational administrative support for the department, including supervising the Administrative Coordinator and Administrative Assistant positions. The Business Manager will work in coordination with the Senior Director to ensure all events are properly supported both pre/post event and onsite by administrative personnel.

Job Description

Pay Range in Job Description section above responsibilities/Duties

Targeted Pay Range: $45,000- $69,500

This Targeted Pay Range is only applicable to this job posting. All 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 job profile.

Manage Programs and Special Events budgets using the BEN Financial System. Manage payments to ensure they are processed in a timely manner with a purchase order, non-PO payment requests, P-Card, Meeting Card, or on-line journal entry. Monitor and reconcile budgets to ensure compliance with University budget policies. Manage contracts process to include submission and approval by Purchasing, deposit and payment deadlines. Monitor University policy (including attending monthly Association of Business Administrator meetings) and ensure that PSE purchases are in compliance with policy and guidance. Onboard new vendors. Book local staff hotel stays. Authorize purchases up to $10,000.

The Business Manager will be responsible for all operational needs of the office being met, either by delegating to the administrative staff or being able to directly handle those responsibilities. These responsibilities include video editing, booking event spaces, coordinating deliveries, maintaining and organizing storage spaces and inventory, event registration and nametags, and Alumni Weekend/Homecoming event preparation and support. Manage the Administrative Operational staff consisting of 1 Event Coordinator and 2 Administrative Coordinators to support office operations and pre/post and onsite event support. This management will include hiring, establishing objectives, setting performance standards, administering ongoing appraisals, establishing and leading update meetings, and organizing and motivating staff to achieve goals.

Report to the Senior Executive Director on monthly, year-end and new fiscal year Programs and Special Events budgets. Monitor all individual event budgets (200+ per FY) to ensure that planners report correct expenses numbers to event owners. These budgets may total in excess of $4M annually. Compile projections, forecasts, budgets and financial models for both short term and long term financial planning and management.

On an ongoing basis, develop enhanced system of daily operations for department of Programs and Special Events. This would include streamlining the functions of the planners with the creation of new spreadsheets to track their planning functions, collection and analysis of information, recording data including financials, vendors, timelines and flowcharts. New approaches to daily operations are to be constantly updated and improved according to each specific type of event management. Build relationships and share information on new vendors/venues.

Managerial Responsibilities:

Lead and direct a staff to achieve optimum results by:
  • Communicating financial and key performance indicators and results to staff members
  • Establishing priorities and goals for all staff.
  • Managing staffing needs and identifying areas for organizational development updates or changes
  • Guiding the talent identification and professional development needs, processes and outcomes within the entire unit in line with the University's diversity and inclusion priorities
  • Setting clear performance expectations and holding staff accountable for outcomes through frequent feedback and coaching
  • Ensuring open communications among team members, engaging in team building efforts and holding regular staff meetings that embrace and support the group's diversity
  • Inspiring and motivating staff to achieve optimum results


Qualifications:

  • Bachelor's degree in Accounting or related field and 3-5 years' experience in a university business office environment or equivalent combination of education and experience

  • Familiarity with the BEN Financial System highly desirable

  • Excellent Excel skills to include ability to develop linked event metric databases

  • Ability to manage subordinate staff to include goal-setting and appraisal administration

  • Highly organized and self-initiating while working as a member of a team within a goal- oriented environment

  • Able to manage simultaneous projects

  • Ability to work under pressure and meet deadlines

  • Excellent writing, communication and interpersonal skills

  • Ability to lift up to 25 lbs

  • Ability to assist in event work across campus

  • Occasional evening/weekend work and valid driver's license required

    **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.**

    Job Location - City, State
    Philadelphia, Pennsylvania
    Hybrid Eligible - This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.

    Department / School
    Development and Alumni Relations

    Pay Range
    $43,919.00 - $66,183.00
    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.

    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/FMC-Tower/Business-Manager--Hybrid-Eligible-_JR00057439-1

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