Financial Coordinator

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 28,000 - 41,000; Full time

Benefits offered by this job

Health benefits

Tuition assistance

Retirement plans

Flexible work hours

Wellness programs

Job summary

The University of Pennsylvania in Philadelphia is seeking a Financial Coordinator who will report to the Payroll Supervisor and support daily operations of the department. Daily operational responsibilities include processing invoices, ensuring correct time entries for union employees, and reviewing and approving purchase requisitions.

This position plays a key role in supporting the department's financial and administrative operations by ensuring the accurate, timely, and compliant processing

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.
• Exceptional attention to detail.
• Strong analytical and problem-solving skills.
• Sound judgment.
• Strong organizational and time management abilities.
• Commitment to accuracy, confidentiality and customer service.
• Ability to manage multiple priorities, meet established deadlines and communicate effectively with a diverse group of internal and external stakeholders.

Responsibilities

• Ensure timely, accurate, and compliant processing of invoices while supporting strong vendor relationships and financial controls.
• Review, verify, and process invoices in accordance with established procedures and payment deadlines.
• Ensure invoices are properly coded and supported by appropriate documentation.
• Coordinate with vendors and internal departments to resolve invoice discrepancies promptly.
• Maintain accurate invoice records for audit and reporting purposes.
• Support efficient procurement operations by reviewing purchase requisitions for completeness, compliance, and budget alignment.
• Review purchase requisitions for required approvals and supporting documentation.
• Verify purchases comply with procurement policies and departmental budgets.
• Communicate with departments regarding incomplete or inaccurate requests.
• Identify opportunities to improve purchasing workflows.
• Support accurate and timely union payroll processing while ensuring compliance with collective bargaining agreements and payroll policies.
• Review daily employee time punches against approved timecards.
• Verify payroll transactions comply with union contract provisions and payroll guidelines.
• Resolve payroll discrepancies with supervisors and Payroll before payroll deadlines.
• Maintain complete payroll documentation and records.
• Support financial accuracy by reconciling operational data, resolving discrepancies, and maintaining reliable financial records.
• Assist with routine reconciliations across financial and operational systems.
• Investigate discrepancies involving invoices, payroll, and purchasing transactions.
• Coordinate with internal stakeholders to resolve outstanding issues.
• Prepare supporting documentation for audits and financial reviews.
• Provide high-quality administrative support by maintaining organized records, producing accurate reports, and identifying opportunities to improve operational efficiency.
• Maintain accurate financial and administrative records.
• Prepare recurring and ad hoc reports for management.
• Monitor administrative processes and recommend efficiency improvements.
• Perform additional duties as assigned

Skills

Attention to detail

Analytical skills

Problem solving

Sound judgment

Organizational skills

Time management

Communication

Education

High School Grad/GE Degree, 3–5 years experience

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

Financial Coordinator

Job Profile Title

Financial Office Administrative Assistant B

Job Description Summary

This position reports to the Payroll Supervisor to assist in the daily operation of the department. Daily operational responsibilities include processing invoices, ensuring correct time entries for union employees, and reviewing and approving purchase requisitions. This position plays a key role in supporting the department's financial and administrative operations by ensuring the accurate, timely, and compliant processing of payroll, procurement, and accounts payable activities. The incumbent is responsible for reviewing and processing invoices, validating union payroll transactions, reviewing purchase requisitions for policy and budget compliance, reconciling financial and operational data, and resolving discrepancies to maintain the integrity of financial records.

Working closely with Payroll, Finance, Procurement, department managers, and external vendors, this position serves as a critical resource in ensuring operational efficiency, maintaining strong internal controls, and supporting compliance with organizational policies, financial procedures, and collective bargaining agreements. The role also prepares reports, maintains accurate documentation for audits and financial reviews, and identifies opportunities to streamline administrative and financial processes to improve service delivery and operational effectiveness.

Job Description

Job Responsibilities

• Ensure timely, accurate, and compliant processing of invoices while supporting strong vendor relationships and financial controls.

• Review, verify, and process invoices in accordance with established procedures and payment deadlines.

• Ensure invoices are properly coded and supported by appropriate documentation.

• Coordinate with vendors and internal departments to resolve invoice discrepancies promptly.

• Maintain accurate invoice records for audit and reporting purposes.

• Support efficient procurement operations by reviewing purchase requisitions for completeness, compliance, and budget alignment.

• Review purchase requisitions for required approvals and supporting documentation.

• Verify purchases comply with procurement policies and departmental budgets.

• Communicate with departments regarding incomplete or inaccurate requests.

• Identify opportunities to improve purchasing workflows.

• Support accurate and timely union payroll processing while ensuring compliance with collective bargaining agreements and payroll policies.

• Review daily employee time punches against approved timecards.

• Verify payroll transactions comply with union contract provisions and payroll guidelines.

• Resolve payroll discrepancies with supervisors and Payroll before payroll deadlines.

• Maintain complete payroll documentation and records.

• Support financial accuracy by reconciling operational data, resolving discrepancies, and maintaining reliable financial records.

• Assist with routine reconciliations across financial and operational systems.

• Investigate discrepancies involving invoices, payroll, and purchasing transactions.

• Coordinate with internal stakeholders to resolve outstanding issues.

• Prepare supporting documentation for audits and financial reviews.

• Provide high-quality administrative support by maintaining organized records, producing accurate reports, and identifying opportunities to improve operational efficiency.

• Maintain accurate financial and administrative records.

• Prepare recurring and ad hoc reports for management.

• Monitor administrative processes and recommend efficiency improvements.

• Perform additional duties as assigned

Qualifications

• High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.

• Exceptional attention to detail.

• Strong analytical and problem-solving skills.

• Sound judgment.

• Strong organizational and time management abilities.

• Commitment to accuracy, confidentiality and customer service.

• Ability to manage multiple priorities, meet established deadlines and communicate effectively with a diverse group of internal and external stakeholders.

Job Location - City, State

Philadelphia, Pennsylvania

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 18M square feet of space, FRES maintains more than 220 buildings on a campus of 299 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Finance & Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.

To learn more, visit us at: https://facilities.upenn.edu/

Department / School

Facilities and Real Estate Services

Pay Range

$19.32 - $30.00 Hourly 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 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.
• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay