Job location: Dental School-Evans Building

Employment Type: Full-time
Posted data: 2020-01-14
Req: JR00015142
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

Business Administrator - Penn Dental Medicine

Job Profile Title

Business Administrator B

Job Description Summary

Administer all financial and administrative operations for several PDM department. Work independently to manage, process, monitor and analyze revenue and expense transactions, purchase orders, purchasing card transactions, weekly and monthly payroll and personnel activities, budget and forecast preparation and submission, TEM expense reports, and assets and space updates. Duties are performed in compliance with University and PDM policies and procedures.

Job Description

Consistently demonstrate behaviors of professionalism, teamwork, maturity, positive work ethic and confidentiality that sets the tone for the broader team and department. Support continuous learning of self and others in the department through the use of effective conflict resolution, inclusive interpersonal skills, emotional intelligence and ability to maintain a high level of confidentiality and maturity.

Consistently demonstrate and model Penn’s competencies of valuing diversity, service orientation, accountability, adaptability, clear communication, initiative and working collaboratively with internal/external team members, visitors, students and various partners across the School and University. Prioritize conflicting department needs/deadlines effectively while maintaining integrity, discretion and confidentiality regarding relationships, business / financial performance and operational data/reporting that impact individuals, teams and the School.

Proactively and accurately track business/financial performance, spending and budgets for multiple departments and a diverse portfolio of clients and organizations to ensure compliance with University policies and procedures. Efficiently utilize Workday to manage the business and financial processes to support administrative areas of full-life cycle recruiting, time tracking and timesheet approval/recording, salary/payroll administration/allocations, onboarding, leave administration, terminations and cost allocations for a diverse population of staff, faculty, students, grants-funded foreign nationals, international visitors and community stakeholders.

• Consistently demonstrate and model Penn’s competencies of valuing diversity, service orientation, accountability, adaptability, clear communication, initiative and working collaboratively with internal/external team members, visitors, students and various partners across the School and University. Prioritize conflicting department needs/deadlines effectively while maintaining integrity, discretion and confidentiality regarding relationships, business/financial performance and operational data/reporting that impact individuals, teams and the School.
• Process journal entries with precision and accuracy in collaboration with School and University partners. Handle various Workday tasks and short-term and long-term projects expeditiously and proactively. Follow-through on various items, tasks and projects to successful completion, often with varying deadlines and commitments. Analyze, check for accuracy and process with precision journal entries, purchase orders, asset/space tagging tasks, and financial expenses/reconciliations in various financial systems and databases. Generate and reconcile monthly wayward, suspense and discretionary funds according to deadlines. Reconcile Procards, meeting cards, and travel cards while maintaining accurate termination/exit records in Workday to support staffing and headcount reporting. Proactively assist and support Grants Managers and Fiscal Operations team members in implementing and executing new hire recruiting, onboarding, termination, salary allocations, faculty/scholar appointments, transactions approvals and reallocations based on department operational and team needs and commitments.
• Manage various projects to support financial integrity of business and financial performance which will include but are not limited to travel expense/receipt management, invoicing, cost analysis, parking, sales, wage tax, clinical and axiUm analysis and reconciliation, departmental audits and allocations. Proactively generate various reports and analysis to support various departments and School functions. Consistently demonstrate behaviors of professionalism, teamwork, maturity, positive work ethic and confidentiality that sets the tone for the broader team and department. Support continuous learning of self and others in the department through the use of effective conflict resolution, inclusive interpersonal skills, emotional intelligence and ability to maintain a high level of confidentiality and maturity.
• Ensure accuracy in processing monthly and weekly payroll distributions in various financial systems. Partner effectively and collaboratively with various departments and teams across the School by providing financial and business performance data, review transactions history/forecasting, reporting on all financial activity and discuss future departmental initiatives. Schedule monthly/quarterly touchpoints and meetings to ensure consistent and clear communication. Support and participate in annual salary increase program. Prepare faculty and staff salary increase letters and communications in partnership with various School and University partners. Efficiently and accurately prepare, review and distribute monthly financial reports to support Fiscal Operations and Grants Management teams.
• Accurately analyze, summarize and interpret monthly and quarterly revenue and expense patterns and prepare monthly/quarterly forecasts in consultation with department leadership with various departments and organizations. Assist departments with preparation of annual budget for presentation at senior leadership meetings and submit approved budgets into various financial and budget tools. Consistently demonstrate behaviors of positive collaboration and teamwork with internal/external customers, clients and stakeholders. Model patience, tact, and a positive disposition and enthusiasm that supports good judgement, maturity and care for diverse team members. Take responsibility for all work activities and personal actions; follow through on commitments; implement decisions that have been agreed upon; maintain confidentiality with sensitive information; acknowledge & learn from mistakes without blaming others; recognize the impact of one's behavior on others. Consistently maintain a constructive, open dialogue with all.
• Prepare annual reporting required by University Comptroller's Office and adhoc reporting as needed. Continuously invest in learning new tools, programs, processes and online technologies and programs to increase efficiency, operational and business effectiveness of various departments and School. Utilize various tools, resources and technologies efficiently and support projects/programs to improve operations.

Other duties and responsibilities as assigned.

Qualifications:

• An Associate's Degree or two-year college equivalent and 3 years to 5 years of experience or equivalent combination of education and experience is required. Required extensive knowledge of BEN Financials, PennWorks payroll, Data Warehouse, Business Objects, Hyperion Planning and TEM. Highly proficient in Excel, Workday and various financial programs with superior analytical skills and confidentiality required. Able to work independently, establish priorities and set/meet deadlines. Capable of handling multiple tasks simultaneously in a complex financial and administrative environment.
• Experience with Penn's financial systems (BEN, UMIS and Oracle-based applications) as well as intermediate to advanced skills in Microsoft office (particularly Excel) are preferred. The successful candidate must be able to demonstrate an ability to effectively communicate with faculty and staff; demonstrate a pro-active work style with strong follow-up skills; be able to work under pressure; possess strong attention to detail; possess effective interpersonal skills and be able to enforce guidelines and protocols with constituents in a diplomatic yet assertive manner; must be able to switch gears depending on processing and/or project deadlines; must have ability to work independently as well as collaboratively and remain flexible in order to adapt quickly to changing priorities.
• Consistently demonstrate behaviors of professionalism, teamwork, maturity, positive work ethic and confidentiality that sets the tone for the broader team and department. Support continuous learning of self and others in the department through the use of effective conflict resolution, inclusive interpersonal skills, emotional intelligence and ability to maintain a high level of confidentiality and maturity.
• Consistently demonstrate and model Penn’s competencies of valuing diversity, service orientation, accountability, adaptability, clear communication, initiative and working collaboratively with internal/external team members, visitors, students and various partners across the School and University. Prioritize conflicting department needs/deadlines effectively while maintaining integrity, discretion and confidentiality regarding relationships, business/financial performance and operational data/reporting that impact individuals, teams and the School.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

School of Dental Medicine

Pay Range

$42,953.00 - $77,315.00

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.