Financial Coordinator

About the University

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, including being named one of America’s Best Large Employers by Forbes in 2023. The University offers a unique working environment within the city of Philadelphia, situated on a beautiful urban campus with easy access to educational, cultural, and recreational activities.

About the Division

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

About the Role

This position reports to the Payroll Supervisor and assists in the daily operation of the department. The role supports the department's financial and administrative operations by ensuring accurate, timely, and compliant processing of payroll, procurement, and accounts payable activities. The incumbent will review and process invoices, validate union payroll transactions, review purchase requisitions for policy and budget compliance, reconcile financial and operational data, and resolve discrepancies to maintain the integrity of financial records. The position works closely with Payroll, Finance, Procurement, department managers, and external vendors to ensure operational efficiency, strong internal controls, and compliance with organizational policies, financial procedures, and collective bargaining agreements.

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.

Requirements

• High School diploma/GED 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.

Location

Philadelphia, Pennsylvania

Pay

$19.32 - $30.00 hourly. 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.

Benefits

• Health, Life, and Flexible Spending Accounts: Comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits. Flexible spending accounts for eligible health care and dependent care expenses with pre-tax dollars.
• Tuition Assistance: Tuition benefits for you, your spouse, and dependent children at Penn and other institutions.
• Retirement: Generous retirement plans allowing savings on a pre-tax or Roth basis with a variety of investment options through TIAA and Vanguard.
• Time Away from Work: Substantial time off for vacations, personal affairs, illness, or injury.
• Long-Term Care Insurance: Coverage for long-term care services at home, in the community, or in a nursing facility. Newly hired employees are not required to provide proof of good health.
• Wellness and Work-life Resources: Programs and resources to support work-life balance, health, and family care.
• Professional and Personal Development: Resources to advance personally and professionally.
• University Resources: Access to libraries, athletic facilities, arboretum, art galleries, and cultural and recreational activities.
• Discounts and Special Services: Discounts on arts, entertainment, transportation, mortgages, and other goods and services.
• Flexible Work Hours: Creative approaches to work hours, locations, and job structures to promote work-life balance.
• Penn Home Ownership Services: Forgivable loans for eligible employees buying a home or residing in West Philadelphia.
• Adoption Assistance: Reimbursement for qualified expenses related to the legal adoption of an eligible child.