Financial Specialist, Penn Arts and Sciences

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.

Job Description Summary

The School of Arts and Sciences within the University of Pennsylvania is seeking a Financial Specialist to join the Finance and Administration team. Reporting to the Director of Fiscal Operations, the Financial Specialist will serve across varying academic departments and will play a pivotal role in managing travel and other transactions related to departmental activities. Their duties encompass a range of tasks aimed at ensuring accurate and timely reimbursement of expenses incurred by faculty, staff, and other stakeholders and providing support for other assigned departmental activities. Evaluating the effectiveness of reimbursement processes and identifying areas for improvement is a vital component of the role.

Job Description

The primary duties include, but are not limited to, the following:

Departmental Fiscal Management

• Provide financial support for a set number of departments/ divisions. This could include purchasing, travel, expense management, and journal entries
• Submitting, tracking and managing payment for Individual Service Providers
• Monitoring departmental expenditures against budgets utilizing Ben Financial and Business Objects reporting
• Working closely with senior management in providing insights and recommendations for improved budget processes
• Providing support to the Director of Fiscal Operations during budget season
• Collaborating with the finance department to align financial practices
• Other duties as assigned

Processing Reimbursement Requests

• Submitting and reviewing reimbursement requests on behalf of Faculty and Staff
• Safeguarding accuracy and completeness
• Ensuring that all documentation, such as receipts and invoices, are provided
• Verifying that expenses comply with institutional policies and guidelines
• Approving and processing payments in a timely manner

Post-Reimbursement Evaluation

• Working closely with senior management in creating and conducting surveys, gathering feedback from stakeholders and running analysis
• Reviewing reimbursement outcomes against objectives
• Preparing comprehensive reports on post-reimbursement evaluations
• Implementing changes based on feedback for future processes

Providing Guidance and Support

• Advising and training faculty, staff, and students on reimbursement procedures and best practices
• Answering queries regarding allowable expenses and reporting
• Assisting with the correct completion of reimbursement forms

Compliance and Reporting

• Ensuring compliance with institutional and governmental financial regulations
• Preparing regular reports on reimbursement and other activities
• Identifying discrepancies and resolving issues promptly

Qualifications

• An associate degree and 2 to 3 years of experience or equivalent combination of education and experience is required
• Proven experience in financial management or reimbursement processes
• Excellent critical thinking, analytical, verbal and written communication is required
• Strong analytical abilities and attention to detail are critical for identifying discrepancies and ensuring compliance
• Excellent communication and interpersonal skills are also necessary to liaise effectively with stakeholders and provide clear guidance on policies
• Ability to apply solid organizational and time management to a deadline driven, multiple priority work environment is required
• Ability to solve problems independently
• Experience in a complex administrative structure, preferably in a university setting, is strongly preferred
• Familiarity with relevant financial software and systems adds significant value, enabling efficient processing and reporting
• Commitment to ethical practices and continuous improvement is essential, reflecting the dynamic nature of the role

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements

Background checks may be 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.

To learn more about Penn Benefits and Pay, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay