Business Administrator A, Penn Dental Medicine

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 A, Penn Dental Medicine

Job Profile Title

Business Administrator A

Job Description Summary

Job Description

Job Responsibilities

• Serve as initial default reviewer of all travel and entertainment (TEM) expense reports. Verify appropriateness of expenses and review attached receipts for compliance with University and PDM policies. Serve as subject matter expert for departmental delegates/travellers in Concur and TEM system. Verify PDA forms and non-Penn employee travel reimbursements in preparation of submission. Process purchasing card transactions for PDM's cardholders on a weekly basis to verify appropriate documentation has been received. Verify appropriateness of purchase in accordance with University buying policies (Commodity Matrix), attached required receipts and budgetary approvals. As transaction reviewer, submit corresponding journal entries to identified budget code, meeting established weekly deadline with General Ledger. Serve as liaison with University Purchasing Card Administrator to ensure compliance with University policies.

• Provide financial support for a set number of departments/ divisions. This includes purchasing, travel and expense activity, and journal entries.

• Provide data collection for annual reporting required by University Comptroller's Office and adhoc reporting as needed. Continuously invest in learning new tools, programs, processes and online technologies and programs to increase efficiency, operational and business effectiveness of various departments and School. Utilize various tools, resources and technologies efficiently and support projects/programs to improve operations.

• Run and monitor monthly financial reports, including comprehensive departmental transaction data, HCM and payroll data. Reconcile financial exception reports such as suspense and wayward accounts; submit correcting journals as needed. Reconcile internal transaction log activity with BEN Financials reports. Generate additional reports as necessary, including purchasing card transactions, stale checks, and encumbrances. Produce standardized monthly financial reports and maintain an organized file structure in the shared drive repository for efficient access by business administrators.

• Work closely with senior management to develop and administer annual operating budgets as well as ongoing management of endowments, gifts, residuals, etc.  Will be responsible for the management of accounts for a set number of service lines/ departments and provide reports as needed to faculty directors and senior management. 

• Will be involved in areas of payroll, including maintaining costing allocations and review of weekly time reporting. Assist in creating job postings, recruitment, hiring of visiting scholars and postdoctoral researchers.