Business Administrator A/B

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

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/B

Job Profile Title

Business Administrator A

Job Description Summary

Reporting to the Business Manager, the Business Administrator A/B supports the business, financial, and administrative operations of the Department of Biomedical Sciences, the Department of Pathobiology, the Penn Vet Cancer Center, the Institute for Infectious and Zoonotic Diseases (IIZD), and their associated core facilities.

This position is responsible for a broad range of payroll, financial, and administrative activities. Key responsibilities include processing personnel transactions such as new hires, reappointments, and sabbaticals; supporting staff recruitment efforts; reviewing monthly payroll activity; and approving weekly timesheets. The Business Administrator also prepares monthly financial reports and projections for assigned accounts, assists with annual budgeting and quarterly forecasting processes, allocates weekly procurement card (PCard) charges, and serves as a Purchase Order (PO) Manager.

Additional responsibilities include assisting faculty with compliance-related documentation and providing backup support to the Grants Manager during absences and peak proposal submission periods.

Job Responsibilities

• Manage departmental payroll functions, including processing new hires, reappointments, sabbaticals, and related personnel actions.
• Support staff recruitment activities, including preparing hiring documentation and processing onboarding transactions.
• Review monthly payroll reports and approve weekly timesheets to ensure accuracy and compliance.
• Allocate weekly PCard charges and process financial transactions, including purchase orders, Concur expense reports, invoice payments, and invoice holds.
• Prepare and analyze monthly financial reports, projections, and account reconciliations.
• Monitor account activity and review expenditures for accuracy and compliance with University and sponsor guidelines.
• Assist faculty with compliance documentation and related administrative requirements.
• Support the annual budget planning process and quarterly financial forecasts.
• Serve as backup to the Grants Manager during absences and periods of high proposal volume.
• Perform other duties and special projects as assigned.

Qualifications

• Business Administrator A Bachelor's degree and 1-2 years of relevant experience, or an equivalent combination of education and experience.
• Business Administrator B Bachelor's degree and 2-3 years of relevant experience, or an equivalent combination of education and experience.

Job Location

Philadelphia, Pennsylvania

Department / School

School of Veterinary Medicine

Pay Range

$50,366.00 - $65,000.00 Annual Rate Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job's level. Internal organization and peer data at Penn are also considered.

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