Financial Administrative Coordinator

Job description

Job location: HUP-Gates6

Employment Type: Full-time
Posted data: 2019-09-04
Req: JR00006432
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.

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

Job Profile Title

Financial Administrative Coordinator

Job Description Summary

Coordinate and monitor the flow of all transactions related to financial activities within the Sleep Center including purchasing, accounts payable, and travel. This includes approving all purchase requests for the Sleep Center & handling all vendor payments including Pcard. Process Journal entries as required. Knowledge of School of Medicine, University, CPUP and HUP financial policies and procedures is important. Interpret policies and procedures and explain to constituents.

Job Description


Process purchasing requests for all three entities (HUP, CPUP and Univ.) using appropriate financial systems, i.e., BEN/Lawson Financial systems.

Ensure compliance with the commodity matrix established by the University for procurement of goods and services.

Identify appropriate funding source for all purchases, i.e., grants, unrestricted university accounts or clinical accounts.

When utilizing grant funds, ensure costs are allowable on projects.

Resolve invoice discrepancies

Compile and analyze data relevant to all purchases

Prepare and process travel reimbursements and invoices for payments (HUP, CPUP and Univ).

Reconcile Greenphire payments (subject payments) to C-2 forms provided by CRC’s and ensure compliance with grant funds

Utilization of the procurement credit card as required

Process and ensure compliance with relocation expenses

Maintain all purchasing related tracking and record keeping

Maintain required documentation for all transactions

Enforce Purchasing and Payables policies


Process visas for all foreign hires and liaise with OIP for all visa issues. Interpret policies and procedures and serve as a resource to Supervisors within the Sleep group

Finance & Budgeting

Ensure cost savings when purchasing office supplies for Department by comparing alternate products

Prepare spreadsheets to track professional expenses for faculty and fellows

Prepare and track expenses for budget preparation

Monitor/Analyze all CPUP/HUP Lawson accounts; validate expenses for accuracy; ensure budgetary compliance

Review all transactions on CPUP/HUP Lawson accounts

Comply with all PCard requirements, including reallocations using BEN Fin. Enforce PCard polices.

Process Journal Entries as required

Respond to ORACLE alerts/Invoices on Hold; Receipt/approve invoices pertaining to all purchase orders

Responsible for tagging assets in BEN


Maintain and Organize related files, including Archiving files

Responsible for establishing express mail accounts such as UPS, Fedex

Provide support for BEN Financials Requisitioners

Serve as a resource for matters related to Procurement and Payables – University and CPUP/HUP

Adhere to established University policies and procedures for all functions.

Perform other similar and related duties as assigned/required.

Report known or suspected irregularities to Director of Finance/Business Operations

Exercise discretion when working with confidential materials

Interface with internal & external professionals

Handle and resolve issues effectively & efficiently

Participate in training and Univ. policy meetings/seminars.

Keeps abreast of new and existing policies and procedures.


Bachelor's degree and 2 to 4 years experience or equivalent combination of years and experience required.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of 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.




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Job No:
Posted: 9/5/2019
Application Due: 10/25/2019
Work Type: