Job Details

Business Administrator

Position Number: 6295138
Location: Philadelphia, PA
Position Type: Business and Financial Management

Business Administrator

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
Business Administrator

Job Profile Title
Business Administrator B

Job Description Summary
Reporting to the Executive Director of the Graduate Student Center, the Business Administrator will oversee financial processes for the Graduate and Professional Student Assembly (GAPSA) in close coordination with the Graduate Student Center team. The Grad Center supports GAPSA and University-wide graduate student organizations with a range of financial and operational activities, as well as coordinates several need- and merit-based individual grant programs. The Business Administrator will serve as the primary contact for business operations and financial management functions for this student population and is expected to provide recommendations to improve business processes and fiscal operations procedures. The Business Administrator supervises the Financial Administrative Coordinator, who administers the Graduate Grant Program.

The Business Administrator will utilize BEN Financials and other university systems to facilitate purchases, reimbursements, budget reconciliation and transfer of funds to support the day-to-day activity of GAPSA and University-wide graduate student organizations. This position works closely with Provost Administrative Affairs to ensure graduate student organization financial activity complies with Penn and Provost Center financial policies and procedures. The individual will regularly monitor and review financial activity and transactions across various accounts within the organizational structure and assist with the Provost Center process for closing the general ledger on an annual basis.

Job Description

Job Responsibilities

Oversee GAPSA and student group financial transactions (such as purchase orders, invoice payments, purchasing cards, journal entries, travel expense management, payroll activity) in Penn financial and human resource systems.
Apply accounting and finance standards with the ability to research and resolve discrepancies and provide guidance as it relates to these areas. Own the accuracy and validity of the financial data within the University General Ledger, including monthly reconciliation, research, and resolution of variances. Report known or suspected irregularities to the Provost Administrative Affairs.
Communicate Penn, Provost Center, and Graduate Student Center financial policy and GAPSA bylaws to various stakeholders (students and staff) to ensure appropriate stewardship of University resources.
Review, prepare, and deposit revenues generated through online ticket and paid registrations through the Graduate Events ticketing platform. Prepare reports as requested.
Supervise the Financial Coordinator who administers the Graduate Grant Program and supports professional development and staff training opportunities.
Identify and implement financial training and education for student leadership of graduate student organizations.
Verify and enter group funding awards data into Smartsheet and monitor associated payouts.
Research, analyze, and prepare internal and external reporting as requested.
Perform additional duties as assigned.

Qualifications

A Bachelor's degree and 2-3 years of experience or equivalent combination of education and experience required.
Demonstrated technical skills and experience in Microsoft Excel and financial reporting required. Penn financial and human resource systems (BEN Financials, Concur, Workday, Business Objects, Power BI, Compass, Smartsheet, Payroll Reallocations Application) or other comparable financial management and accounting software preferred.
Clear and effective communication skills and keen attention to detail.
Excellent organizational skills, a process-oriented approach, as well as an interest in process improvement.
Ability to work with individuals at all levels (students and faculty/staff).

This position requires an individual who enjoys working directly with students and in a fast-paced office environment. The successful candidate with have a strong personal work ethic and appreciate the benefit of working with a team to support the many student groups and activities that are administered through the Graduate Student Center. Each member of the Grad Center staff is committed to creating an inclusive and supportive space for Penn's diverse campus community.

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
Provost's Center

Pay Range
$55,000.00 - $70,000.00 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/Graduate-Student-Center/Business-Administrator_JR00107209