Financial Administrative Coordinator

University of Pennsylvania Philadelphia, PA Full-time Administration / Clerical

Posted on May 7, 2024

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Financial Administrative Coordinator

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
Financial Administrative Coordinator

Job Profile Title
Financial Administrative Coordinator

Job Description Summary
About the Penn Libraries:

The Penn Libraries provides a network of information resources and knowledge services that are vital to teaching, research, and learning at the University of Pennsylvania. This network includes 19 physical libraries, recognized for their collections, and a digital library known for innovation and richness of content. Through dynamic programming and exhibitions, and through the acquisition and preservation of literary and artistic artifacts, the Penn Libraries documents a wealth of social and historical periods, bringing scholarship to life at the University and in the various communities it serves.

Reporting to the Senior Business Manager, the Administrative Financial Coordinator will perform a wide variety of duties in support of payroll, personnel, and related record-keeping functions. This position will maintain and update the payroll and personnel system, process monthly and weekly payroll, and manage related communication. This position will facilitate recruitment, hiring, and onboarding of temporary staff, students, and interns, assist with interview scheduling, travel arrangements and related expenses for staff searches, and assist in ensuring compliance with payroll, benefit, and other administrative policies, including aspects of the Collective Bargaining Agreement. This position will also assist with reviewing Travel Expense Reports, Event and Conference Room scheduling, and Purchasing Card activity.

Job Description

Job Responsibilities

Maintain and update payroll and personnel records in Workday. Manage weekly and monthly payroll processing and related functions, resolving issues as necessary. Process annual and mid-year pay changes, terminations, leaves of absence, etc. Generate and distribute salary-related communication and notification letters.
Facilitate temporary staff, student, and intern recruitment, hiring and onboarding. Support students and interns with employment and payroll issues. Review and approve student and intern timesheets. Support managers of students, ensuring compliance with policies and best practices.
Participate in updating and interpreting human resource and payroll policies, procedures and guidelines and communicate them as necessary. Have a proficient understanding of the Collective Bargaining Agreement. Assist in monitoring central e-mail accounts, responding or directing to other staff as appropriate. Coordinate the maintenance of the Library HR webpages.
Oversee the creation and maintenance of various departmental spreadsheets and databases used to track salaries, union unit of service increase, temp staff terms and hours, union tuition plan, etc. Run Workday reports for tracking and analysis purposes. Participate in general record-keeping for the office.
Assist managers in the creation of job requisitions in Workday, answer questions and provide guidance. Coordinate staff recruitment, including scheduling interviews and candidate travel. Ensure accurate PIQ's/job descriptions in Workday. Close positions in Workday as necessary.
Provide first level review of Travel Expense and Purchasing Card reports for compliance. Support staff in using Concur for travel expenses and JPMorgan PaymentNet for Purchasing Card activity, assisting as needed with completing reports and providing first level review for completion and compliance with applicable policies.
Manage conference, event, class room requests.
Review, Collect & File JP Morgan Monthly Procard statements
Perform additional duties as assigned

Qualifications

High School Grad/GE Degree and 5 to 7 years of experience or equivalent combination of education and experience is required.

Preferred

Bachelor's Degree

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
University Library

Pay Range
$20.45 - $30.00 Hourly 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, as well as internal and market factors and grade profile.

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.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Van-Pelt-Library/Financial-Administrative-Coordinator_JR00089524

Apply Now

Financial Administrative Coordinator

University of Pennsylvania

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