Financial Administrative Coordinator
Job location: HUP-Gates6
Employment Type: Full-time
Posted data: 2019-09-04
University OverviewThe 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 TitleFinancial Administrative CoordinatorJob Profile TitleFinancial Administrative CoordinatorJob Description SummaryCoordinate 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, StatePhiladelphia, PennsylvaniaDepartment / SchoolPerelman School of MedicinePay Range$20.00 - $36.00Affirmative 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.