Procurement Office Administrative Assistant - Penn Engineering Financial Services

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

Procurement Office Administrative Assistant - Penn Engineering Financial Services

Job Profile Title

Financial Office Administrative Assistant B

Job Description Summary

Penn Engineering’s world-acclaimed faculty, state-of-the-art research laboratories and highly interdisciplinary curricula offer an experience that is unparalleled. Innovation and technology drive every program and transform the fundamentals of what future engineers are learning. http://www.seas.upenn.edu/

Under the general direction of the Director of Financial Services, and business service leadership, the Procurement Office Administrative Assistant will provide administrative support for fulfilling purchasing requests with the Marketplace and non-PO systems, in accordance with University and grant sponsor policies. Make purchases and payments using a University credit card. Provide service to colleagues for reimbursements, including travel, through the Concur system.

Job Description

Job Responsibilities

• Support transaction processing for purchase requests; including Purchase Orders and Non- Purchase Orders via BEN Financials and the Market Place; process invoices payments under supervision.

• Monitor and process travel reimbursements utilizing Concur, World Travel reservations and Bank of American travel card. Review and reconcile transactions in accordance with SEAS policy and escalate transactions, as necessary. 

• Support transaction processing for Pro Card (credit card) purchases utilizing Paymentnet. Review faculty, staff and student entries for grant compliance. Allocate and reconcile entries to transfer costs to appropriate fund accounts.

• Support internal and external audit efforts as directed.

Qualifications

Bachelor's degree and a minimum of two years of related experience or an equivalent combination of education and experience. Demonstrated excellent verbal and written communicati