Payroll/Grants Coordinator (Department of Pulmonary, Allergy and Critical Care)

University of Pennsylvania; Philadelphia (Philadelphia County); On-site; USD 49,000 - 55,000; Full time

Job summary

The University of Pennsylvania is seeking a Payroll/Grants Coordinator for the Department of Pulmonary, Allergy and Critical Care. This role involves providing administrative and financial support, managing payroll transactions, and collaborating on grants management. Candidates should have an Associate of Science and relevant experience in finance and administration, with proficiency in systems like Workday and Concur. The position offers a competitive salary and comprehensive benefits in a prestigious educational environment.

Benefits

Healthcare benefits

Tuition assistance

Generous retirement plans

Flexible work options

Professional development opportunities

Wellness programs

Long-term care insurance

Discounts for faculty and staff

Qualifications

• 2 to 3 years of experience in administrative and financial activities.
• Experience with payroll transactions and financial reporting.
• Proficient in tools like Workday, Concur, and Chrome River.

Responsibilities

• Prepare and manage salary/effort spreadsheets and payroll transactions in Workday.
• Assist with grants proposals, financial reporting, and monitoring of grant expenditures.
• Manage purchasing card and assist with travel scheduling and reimbursements.

Skills

Administrative support

Financial reporting

Budget management

Grants management

Education

Associate of Science

Tools

Workday

Ben Financials

Concur

Chrome River

Job description

Payroll/Grants Coordinator (Department of Pulmonary, Allergy and Critical Care)

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
Payroll/Grants Coordinator (Department of Pulmonary, Allergy and Critical Care)

Job Profile Title
Grants Coordinator A

Job Description Summary
The position provides administrative support for the Division of Pulmonary, Allergy and Critical Care. The incumbent will engage in a wide range of administrative and financial activities including preparing, maintaining, and managing salary/effort spreadsheets and all payroll transactions in Workday, running monthly reports, handling wayward transactions, creating and closing out purchase orders, placing orders for the division, allocating weekly purchasing card and billing transactions, and assisting faculty with travel reimbursements. In addition, the position will support the grants management team performing a variety of pre- and post- award activities.

Job Description

Job Responsibilities

• According to annual budget, in collaboration with grants managers, both internal and external, prepare, maintain, and manage salary/effort spreadsheets and all payroll transactions in Workday for faculty, staff, postdoctoral researcher/fellows, work-study/student workers, and temporary/extra employees, while adhering to all posted deadlines.
  
• Assist grants managers with grants proposals, progress reports, subcontract agreements, material transfer agreements, animal and human subject protocols, updating biosketches, annual budget process, financial reporting and closeout, review of AIS for accuracy along with any corrections, completion of monthly budget and expense journal entries, and monitoring of grant expenditures for compliance and taking corrective actions as needed. Initiate FCOI for all new awards, including contacting key personnel for relatedness assessments, ensuring Financial Interests and Travel are updated each fiscal year, and confirming and certifying the Investigator list in the PHS FITS system.
  
• Review monthly reports to identify and correct wayward charges or errors utilizing journal entries and or reallocations. Reconcile and correct fiscal year activity such as suspense, anticipated resources, dependent tuition, residual balance transfers of clinical trials.
  
• Update VA support for select faculty quarterly, handle appointment and reappointment of Post-Doctoral researchers, Work with the Faculty Coordinator and Administration and Financial Officer to complete faculty appointments and reappointments, and work with the Office of International Programs to process all J1's and H1B's applications.
  
• Manage purchasing card, purchase supplies and submit accounts payable requests utilizing Ben Financials, Concur, World Travel and Chrome River systems and abiding by University and Health System policies, assist with travel scheduling and reimbursement for faculty, post-doctoral researchers, and staff, and manage division shipping billing account.
  
• Maintain internal and external websites and listservs.
  
• Other duties and responsibilities as assigned
  

Qualifications

• Associate of Science and 2 to 3 years of experience or equivalent combination of education and experience is required.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$49,500.00 - $55,000.00 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 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


Equal Employment 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.
To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/Smilow-Center-for-Translational/Payroll-Grants-Coordinator--Department-of-Pulmonary--Allergy-and-Critical-Care-_JR00098646-2









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