Business Office Support Assistant

2 weeks ago

Philadelphia, United States University of Pennsylvania Full time

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 Office Support Assistant (Department of Cancer Biology)

Job Profile Title

Administrative Assistant B

Job Description Summary

Provide financial and operational support to the faculty, students, and staff of several cancer research oriented basic and translational science entities. This role includes day-to-day operational responsibilities that involve updating databases/ systems, accounting and assisting in financial transactions, supporting research operational activities, assisting Director in duties pertaining to mission continuity and resilience, etc.

**Job Description**:
Assist in the maintenance of sound financial reporting for AFCRI, CBIO, and PCGI. Process journal entries and salary reallocations identified by management team. Review and approve purchase requisitions and Concur travel reimbursement requests in accordance with funding source and policy considerations. Participate in the accounts payable function, which includes purchasing card procurement (ProCard) use, relieving encumbrances, verifying costs, gathering documentation, researching/resolving invoice holds, and processing hierarchy updates. Edit and create Excel spreadsheets, draft messages, and work in a wide variety of secured systems that support the financial, research administration, human resource, and operational functions.

Provide support to management team relative to various committee assignments, including mission continuity and environmental monitoring responsibilities, ad-hoc projects, etc. Primary vendor liaison and contact for on-campus users of the Aegis monitoring system (University-wide environmental monitoring devices) and liaison with the vendor-based Aegis support team. Responsible for registering devices in the device.upenn portal group. Configure devices to function on the appropriate WIFI network based on install location. Work collaboratively with management team to facilitate appropriate best practices among the Aegis user community.

Handle highly confidential information with appropriate level of discretion.

Job Responsibilities
- Provide general financial and operational support to the business office team
- Primary vendor liaison and contact for on-campus users of the Aegis monitoring system (University-wide environmental monitoring devices)
- Process journal entries; salary reallocations; review and approve purchase requisitions and Concur travel reimbursement requests
- Maintain department chart of accounts and consolidated business office and deliverables calendar
- Participate in the accounts payable function - ProCard use, relieving encumbrances, verifying costs, researching/resolving invoice holds
- Assist in data entry across systems that support business office activity
- Provide support to management team relative to various committee assignments
- Work in wide variety of secured systems; edit and create Excel spreadsheets
- Other duties and responsibilities as assigned

**Qualifications**:

- High School Grad/GE Degree and 3 to 5 years of experience or equivalent combination of education and experience is required.- College coursework or degree preferred.- Two to three years of accounting/finance/business experience or combination of education and experience with knowledge in sponsored projects preferred.- Experience working with varied financial systems preferred.- Strong background in MS Office suite of products required, with a heavy focus on MS Excel.- Strong interpersonal, organizational, and writing skills desired. Ability to maintain confidentiality with respect to highly sensitive

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