Financial Coordinator

Full job description

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 Coordinator

Job Profile Title

Financial Administrative Coordinator

Job Description Summary

Reporting to the Senior Accountant for DAR Finance and Facilities, the Financial Coordinator is responsible for the coordinating and completing of all facilities and operational needs, as well as associated procurement processes for Development and Alumni Relations (DAR). DAR is a ~400 employee resources center performing essential fundraising activities for the Trustees of the University of Pennsylvania. DAR’s main offices are at the FMC building 2929 Walnut Street where the Financial Coordinators central responsibilities will be held. The responsibilities will also extend to any supplemental needs at our other operational sites across campus: Sweeten Alumni House, Franklin Building space and 3910 Chestnut Street.

The Financial Coordinator should have an understanding of applying proper accounting standards and policies for all procurement activities. This includes reporting and research, due diligence, as well as completing a process from start to finish.

Due to the fundraising nature of Development and Alumni Relations, varied and unusual situations frequently arise. When required, the Financial Coordinator will proactively work with staff to handle these situations to ensure compliance. This individual must utilize substantial sensitivity to confidential materials. They must be interpersonal, well written, and detail oriented to properly communicate within all levels of DAR including senior leadership, and directors as well as external clients throughout the different Schools and Centers.

Job Description

RESPONSIBILITIES & DUTIES:

• Act as the primary contact for DAR facilities, which includes FMC Tower, Sweeten Alumni House, remaining Franklin Building space, and 3910 Chestnut Street. This requires being the primary point of contact with Facilities and Real Estate Services (FRES) and working with our various vendors, the Penn Building Services, and our FMC landlord (Brandywine Realty Trust) to best utilize our Space.
• Maintain a safe and clean space in FMC by reporting needs, repairs, and required maintenance in a timely manner and communicate these items daily and bi-weekly with check-ins to manager:
  • Daily check of on-site facilities. Looking for any obvious signs of broken or damaged things.
  • Report spills, odors, maintenance repairs, carpet cleaning.
  • Submit service requests for various facilities issues via

    Brandywine Connect

    and Pulse.
  • Submit Service Requests for new badges (new staff) or replacement badges for staff members via

    Brandywine Connect

    and Pulse. Access for all regular DAR staff includes:
    • All UPenn floors (1-5) via main elevators
    • Access to all DAR floors and entry ways including Freight hallways and stairwells (floors 1-3)
    • Use of Freight Elevators for floors B2, AKA Lobby, and floors 1-3
    • Access to the Gifts Accounting suite
    • Access to Level28 and use of FMC Tower Bus
    • Requests for new staff badges should be submitted at least 48 hours prior to the start date.
    • Provide Penn Lanyard and Card Holders for staff.
  • Upload new staff information to

    Brandywine Connect

    and Pulse for staff member access for “Visitor” registration only.
• Receive calls from the 3rd floor freight hallway, Loading Dock, and/or main Security Desk for deliveries or unregistered guests. Notify staff members of delivery or guest.
• Check the 3rd floor freight hallway for any overnight deliveries. Contact addresses listed on packages for pick-up.
• Openly communicate facilities announcements, service disruptions and on-boarding materials through the proper channels:
  • Disseminate information to DAR-East staff concerning building matters including but not limited to: Fire Drills. Shelter-In-Place Drills. Building Maintenance.
  • Update or remove posted temporary signage around the office as needed. (Hallways, pantries, etc.)
• Maintain master keys and key copies for all offices and cubicles.
• Cultivate relationships with vendors and maintain an organized schedule of services.
  • Perform bi-weekly checks on all shredder bins. Docuvault exchanges filled bins every other Tuesday.
  • Ensure Aramark performs bi-weekly inventory replenishment and assess any inventory needs or appliance service requests that may be required by Aramark.
• Provide accurate reporting on space mapping and usage:
  • Update and maintain DAR Staff list with new staff and/or office/cubicle moves.
  • Assist DAR I.T. with staff office moves on location.
  • Provide new nameplates for staff member offices and/or cubicles. (Templates in SharePoint)
• Prepare training and informational materials and presentations to end-users, specifically for efacilities on-boarding.
• Process procurement needs for the Finance and Facilities department, as well as the DAR Services’ Senior Associate Vice President’s department, DAR IT, DAR Data Analytics and Reporting, DAR Gifts Accounting Administration and Records, and other Central DAR departments as needed.
• Process purchasing card and meeting card transactions requests for these Departments/Centers as needed.
• Act as a backup support personnel for financial activities to the Business Administrator (BA).
• Provide timekeeping support and approval for Central DAR staff in FMC and School and Center staff in Workday.
• Continually review existing facilities and procurement processes for efficiencies and accuracy and proactively seek solutions to make more effective business processes in those areas supported.
• Assist Senior Accountant, Business Administrator, and the Director of Budget and Facilities in the Year-End Closing Process.
• Other duties as assigned by the Senior Accountant.
• Responsibilities and Duties for Sweeten Alumni House and 3910 Chestnut:
  • Relay messages from staff at both locations to the Senior Accountant and Director of Budget and Facilities.
  • Assist with follow-up calls to FRES for Sweeten and Eric Enders of JLL for 3910 Chestnut locations.
• Assist the BA and Director with the Winter Break Staffing Memo
• Enroll in PET Membership

**Please provide a resume and cover letter in order to be considered for this role. Please upload all documents in the “Resume/CV” section of the application prior to submitting.**

QUALIFICATIONS:

• Highschool Diploma; bachelor’s degree preferred.
• Five to seven years of experience in a financial or business field; preferably at the University, or equivalent combination of education and experience required.
• Knowledge of University's financial policies, systems and procedures preferred.
• Ability to understand the complexities and responsibilities of how a central office works with all schools and centers.
• Proficient in use of University Systems preferred: BEN Financials, Penn Marketplace, Concur, and Space of Penn.
• Working knowledge of Microsoft Excel, Words and Power Point.
• Excellent numerical aptitude and be detailed oriented.
• Effective interpersonal and communication skills (both oral and written).
• Ability to interact with various levels of staff throughout the University.
• Sensitivity to confidential materials.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Development and Alumni Relations

Pay Range

$20.45 - $27.00 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.