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 Employers By State in 2021.
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.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements, visit the Penn COVID-19 Response website for the latest information.
Posted Job Title
Administrative Coordinator (Part-time)
Job Profile Title
Administrative Coordinator
Job Description Summary
Overview of LPS
The University of Pennsylvania's College of Liberal and Professional Studies (LPS) is housed within Penn's School of Arts & Sciences, the area of the University that is home to the humanities, social sciences, and natural sciences. LPS offers an extraordinary education to highly qualified adult students. Some of our students seek to begin or complete their bachelor's degrees, but in recent years LPS has also become a magnet for students seeking post-baccalaureate study in professional master's and pre-professional programs in the humanities, natural, and social sciences.
This position provides part-time administrative support for the Vice Dean of the College of Liberal & Professional Studies (LPS) on matters related to program financial operations.
Job Description
The Administrative Coordinator works closely with and acts as liaison between the Vice Dean, select LPS programs and the Market Street Regional Business Office. Primary responsibilities include maintaining budget and expense documentation, tracking payments, reviewing and reconciling monthly financial reports provided by the RBO and following up with stakeholders to resolve discrepancies. The Coordinator assists the Vice Dean in communicating with instructors, faculty, fellows and others on program payroll to ensure appointment letters are signed and returned in a timely fashion and to direct payee questions to the appropriate University office.
This is a part time regular staff position
Job Responsibilities
Assist with financial documentation for select LPS programs as assigned by the Vice Dean. Ensure all necessary documentation for faculty, lecturer, staff and fellow appointments and payroll is assembled and shared with the RBO and other offices per University protocols for handling confidential data. May assist with select HR-related tasks in Workday. Communicate with stakeholders to keep them apprised of progress on new appointments and reappointments; assist payees in resolving questions by directing them to appropriate University resources.
Track program expenses via regular review of financial and budget reports; review and reconcile reports against internal documentation; identify discrepancies and assist the RBO in investigating and resolving them. Assemble reports and updates for program leaders and Vice Dean on a regular basis.
Provide other financial operations support to programs: Enter travel and entertainment expenses/reimbursements in Concur; research purchasing policies and approved vendors related to program activities; prepare POs and purchase supplies.
Perform additional duties as assigned.
Qualifications
HS degree with 5 to 7 years of experience is required, or equivalent combination of education and experience. Bachelor's degree with two to three years of work experience is preferred. Strong written and verbal communication skills as well as excellent organizational skills are required. The ability to manage multiple tasks and meet demanding deadlines is required. Strong initiative and ability to work independently as well as with a team are essential. Computer proficiency essential including: MS Word, and Excel. Knowledge of University systems (Ben Financials, Workday, Concur) a plus. Respect for confidentiality is essential. Ability to work occasional weekends and evenings required.
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
School of Arts and Sciences
Pay Range
$20.45 - $30.82
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