Business Administrator A

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Posted Job Title

Business Administrator A

Job Profile Title

Business Administrator A

Job Description Summary

This position will provide administrative and research support for the PACCD PIs in Stemmler Suites to include financial reports, purchasing requests, accounts payable, reimbursement and travel coordination for 10 PIs, fellows and research staff utilizing Ben financials, XM (UPHS) Concur and Penn Marketplace. Will maintain training and access requirements for fluency with all applications. Coordinates travel scheduling and reimbursement for faculty, post-doctoral researchers, staff and guests. Responsible for Procard management by applying division and University policy adherence to all purchases and completing monthly reconciliation and payments by required deadline. Manage, track and maintain lab and administrative space under the direction of the Division Chief and Vice Chief of Research. This includes completing the lab space survey in tracking individual use of bench space by all individuals in correlation to research direct cost reporting. Coordinate and purchase office and lab supplies. Support, organize and manage scheduling and administrative tasks for PIs and provide coverage of the Chief’s calendar. Oversee and coordinate the various academic and scientific conferences to include creating schedules, presenter materials, AV, catering and attendance for minutes as necessary. Coordinate onboarding and access to Stemmler Suite with all management and security offices and request PennCards for new hires. Complete facilities requests for routine maintenance of suite.

Job Description

Job Responsibilities

• Create, update and/or distribute internal reports; run and assemble reports, attach documentation, and distribute reports to faculty /investigators.  Attend monthly financial meetings with PI & BA to review financial reporting and document action items. 

• Manage and track lab and administrative space for Stemmler 2nd & 4th Floors.   Meet regularly with division chief and vice chief of research to plan office transitions, submit maintenance requests, moving of furniture, office reassignment, and identifying space for new hires.  Prepare and complete lab space survey in coordination with PIs and research leadership.   

• Complete purchasing for both office and lab supplies.  Under the direction of lab manager or PI, will submit lab purchases and assure adherence to grant and university guidelines for appropriate purchasing.  Will prepare and complete lab specimen shipments for teams as necessary. 

• Manage the division Procard which can support 100+ faculty and staff for all allowable purchases.  Responsible for monthly reconciliation and payment submission by the required deadline.  Will abide and uphold University policies for all purchases.