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 Pennâ™s distinctive interdisciplinary approach to scholarship and learning.
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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/Business Administrator - Penn Dental Medicine
Job Profile Title
Business Administrator B
Job Description Summary
The Financial/Business Administrator will carry out all financial and administrative operations for several departments at Penn Dental Medicine using various tools and resources with a special focus on proficiency and expertise in Workday. The Financial/Business Administrator will 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, expense reports, and assets and space updates. Duties are performed in compliance with University policies and procedures.
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 Pennâ™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 ad-hoc 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 Bachelor's Degree with 2-3 years of related experience or equivalent combination of education and experience is required
Working Conditions: Office, library, computer room
Physical Effort: Typically sitting at a desk or table
Job Location - City, State
Department / School
School of Dental Medicine
$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.
Internal Number: JR00010642
About University of Pennsylvania
Penn has a long and proud tradition of intellectual rigor and pursuit of innovative knowledge, begun by Benjamin Franklin in 1740. That tradition lives today through the creativity, entrepreneurship, and engagement of our faculty, students, and staff. Academic life at Penn is unparalleled, with an undergraduate student body of 10,000 from every U.S. state and around the world. The entering class of 2015 is the most talented and diverse in Penn's history. Consistently ranked among the top 10 universities in the country, Penn welcomes an additional 10,000 students to our top-ranked graduate and professional schools.