Job Details

Financial Coordinator

Position Number: 6666274
Location: Philadelphia, PA
Position Type: Business and Financial Management

Financial Coordinator

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
Financial Coordinator

Job Profile Title
Financial Coordinator

Job Description Summary
University Life Space and Events is a centralized resource for planning student (undergraduate, graduate, and professional), departmental, and non-Penn-affiliated events within University Life venues and managed spaces. ULSE provides guidance and education on event planning, related policies, compliance, space, and scheduling support, and generally aides students and departments in navigating the Penn ecosystem of space reservations and events. The ULSE team shares a commitment to consistently providing transformational customer service, while cultivating relationships with internal and external community members (users of our spaces/services).

Reporting to the Associate Director for Administration & Finance, the Financial Coordinator provides administrative and financial support to University Life Space and Events Management (central pool classrooms and facilities, University Life office facilities, Penn Student Agencies, Perelman Quadrangle/University Life Performing Arts Facilities). Responsibilities include accounts payable, payroll, procurement, billing, and some on boarding and off boarding functions. The Financial Coordinator is responsible for the day-to-day financial operations of University Life Space and Events Management which includes maintaining all financial records, assisting in the oversight of budgets, and ensuring the integrity and compliance of financial transactions processed within the budgetary units.

Additionally, the Financial Coordinator works closely with managers, employees, students, and others by handling a variety of administrative tasks to ensure that all interactions between the department (University Life Space and Events and Penn Student Agencies) and others are positive and productive.

Job Description

Job Responsibilities

Coordinate all event billing activities of the department. Utilize Event Software to maintain client records, reconcile charges, and send out invoices. Work with department contacts, Facilities and Real Estate Services (FRES), and AV vendor to ensure charges are accurate/billed timely. Maintain oversight and compliance over the department's POS credit card transactions.

Process expenses through purchase orders, journal entries, pro-card transactions, cash deposits, allocations, and non-PO payment submissions.

Act as Workday recruiting coordinator, creating job requisitions, post job, and run reports. Monitor Workday updates, self-teach using available resources, and attend regular trainings as offered. Assist with staff onboarding and off-boarding processes for the department. Liaise with the employee solution center to resolve occasionally complex personnel issues and other operational matters

Prepares and/or analyzes financial reports, monitors budgets and revenue projections, and reallocates funds as necessary. Works closely with the Associate Director of Administration and Finance and assists with the preparation of the annual budget forecasting. Designs and maintains spreadsheets and databases for tracking, monitoring, and compliance to present data and trends in the budget.

Create and monitor accounts with third-party vendors.

Prepare and review monthly financial and reconciliation reports as assigned.

Collaborate with the University corporate tax office and City of Philadelphia to pay the monthly U&O taxes and annual real estate taxes to the City of Philadelphia.

Qualifications

HS diploma or GED and 5 - 7 years related experience or equivalent combination of education and work experience required. Associate's degree preferred.

Must be proficient with Microsoft Excel and able to quickly learn new programs. Financial Administration must be comfortable interacting with University students, vendors, the general public, and University departments, with the ability to clearly communicate policies.

Training in BEN Financials and University financial systems, as well as experience in higher education, are preferred but not required.

Application Requirement

A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Student Activities

Pay Range
$44,000.00 - $53,497.60 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, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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

Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Houston-Hall/Financial-Coordinator_JR00113282