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Posted Job TitleBusiness Administrative Coordinator – Hybrid EligibleJob Profile TitleFinancial Administrative CoordinatorJob Description SummaryAs a key member of a high performing team, the Business Administrative Coordinator works to support the operational and administrative functioning of the Marketing and Communications Department for the Wharton School of Business. The Business Administrative Coordinator provides complex administrative and financial management support requiring initiative and sound business judgment, managing the day-to-day activities or MarComm.
The Business Administrative Coordinator will provide administrative support to the Office of the Marketing & Communications, directly supporting the Sr. Director, Operations & Administration. The incumbent will manage inventory and order supplies, perform a broad range of administrative duties in support of departmental needs, serve as Purchasing Card holder, room reservations, and manage facilities and equipment. Business Administrative Coordinator will work directly with the MarComm liaison from Wharton Finance and Administration to partner with and collaborate on financial and administrative matters including purchasing, payroll, financial reporting, budgeting, reconciliations, and journaling. The incumbent must be able to handle complex, high-level multitasking with professionalism and efficiency.Job Description
Job Responsibilities
Reporting to the Sr. Director, Marketing Operations and Administration, and in concert with the department Financial Analyst (Wharton F&A), responsible for oversight of the daily financial and administrative operations of the department, including, facilities management and security for the suite and IT infrastructure and inventory management in collaboration with Wharton IT.
Oversee daily departmental financial operations, working closely with the MarComm Sr. Director, Marketing Operations and Administration, and the F&A partner to manage an annual an annual current expense budget of approximately $3,200,000.
Monitor transaction detail in department funds, reconcile monthly, create journal transactions for correcting entries. In close collaboration with the MarComm F&A liaison, provide monthly expense tracking to each functional group within the department.
In collaboration with the Sr. Director Marketing Operations and Administration, work to streamline processes and policies, while ensuring department compliance to University and School policy and procedures.
Manage inventory and order supplies; perform general administrative duties in support of the department including maintaining the break room, picking up daily mail, sorting and distributing mail, and maintaining equipment.
Serve as point-person and coordinator for room reservation requests and daily facilities management related issues including security accesses and kitchen operations.
In partnership with the Sr. Director Marketing Operations and Administration and Wharton IT, maintain the department equipment inventory list, identify equipment that is due for replacement per the Wharton IT/School replacement schedule, process POs and journals for the equipment. With the Sr. Director, coordinate and manage the approved cell phone agreements, initiating new purchases and regular replacements as appropriate.
Provide support for institutional events hosted by the Wharton events team, including but not limited to, five graduation ceremonies, four in Philadelphia and one in San Francisco, MBA Convocation, Dean’s Speaker Series, Webinars, Seminars for Business Journalists, etc.
Responsible for departmental purchasing and procurement; work with the Sr. Director and the responsible directors and staff to manage processes for new and renewal agreements. Serve as the department liaison to Penn Procurement and our vendors to ensure contracts are signed and submitted in a timely manner.
Directly responsible for reviewing, processing, and auditing financial transactions, including procurement and payment requests (Penn Marketplace), reimbursements (Concur), ProCard reallocations (JP Morgan PaymentNet), and journal entries (BEN Financials). Process purchase order, non-purchase order, journal, ProCard and other financial requests. Interpret policy and ensure departmental compliance. Complete weekly and monthly reconciliation.
Serve as reviewer for Concur requests and manage CMCO Concur expense reports.
Monitor vendor payments and record transaction information.
Initiate journals to correct or adjust transactions.
In collaboration with Wharton Finance & Administration partner, analyze, bill, and reconcile social media paid advertising campaigns (Facebook LinkedIn, Twitter) initiated by Social Media Team and in partnership with business partners totaling over $1M annually; provide weekly transaction documentation and create journals for reallocation of associated ProCard charges, ensure that financial policies and processes are followed.
Using Workday and in support of the Sr. Director of Marketing Operations & Administration, provide support as needed for staff and student payroll functions and work closely with F&A financial analyst to review payroll reports.
Responsible for student worker/work study student payroll within Workday, and for serving as the Workday Timekeeper for the MarComm student employment program.
Working closely Sr. Director Marketing Operations and Administration, and the hiring managers, coordinate and implement administrative HR onboarding and offboarding tasks.
Assist with training new and existing staff on policies and procedures related to ass functional areas of the department: financial, administrative, and operational.
All other duties as assigned.
Qualifications
Job Location – City, StatePhiladelphia, Pennsylvania
Hybrid Eligible – This position is eligible for a hybrid work schedule with a work week divided between working onsite and working remotely.
Department / SchoolWharton SchoolPay Range$20.45 – $36.00 Hourly RateSalary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile. Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.University Benefits
To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay
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