Administrative Specialist, Payroll & Finance

Trustees of University of Pennsylvania; United States; On-site; USD 50,000 - 65,000; Full time

Job summary

The University of Pennsylvania, School of Veterinary Medicine, is hiring a Business Administrator A/B to support payroll, financial and administrative operations within multiple departments in Philadelphia. You will handle personnel transactions, onboarding, monthly payroll reviews, and assist with budgeting, forecasting and procurement processes.

Reporting to the Business Manager, you will provide compliance support, prepare financial reports, and serve as a backup to grants administration

Qualifications

• Payroll, financial and administrative responsibilities across departments.
• Assist with staff recruitment and onboarding transactions.
• Prepare monthly financial reports and projections.
• Support annual budgeting and quarterly forecasting processes.

Responsibilities

• Manage departmental payroll functions (new hires, reappointments, sabbaticals).
• Support recruitment activities and onboarding documentation.
• Review payroll reports and approve timesheets for accuracy and compliance.
• Process purchases and reimbursements (POs, Concur, invoices).
• Prepare monthly financial reports, projections and reconciliations.
• Monitor expenditures for compliance with guidelines.
• Assist grants with compliance documentation when needed.
• Support budget planning and quarterly forecasts.
• Act as backup to Grants Manager during peak periods.
• Perform other duties as assigned.

Skills

Payroll processing

Onboarding

Budgeting and forecasting

Procurement and contracts

Compliance support

Education

Bachelor's degree

Tools

Concur

Job description

The University of Pennsylvania, School of Veterinary Medicine, is hiring a Business Administrator A/B to support payroll, financial and administrative operations within multiple departments in Philadelphia. You will handle personnel transactions, onboarding, monthly payroll reviews, and assist with budgeting, forecasting and procurement processes.

Reporting to the Business Manager, you will provide compliance support, prepare financial reports, and serve as a backup to grants administration