University of Pennsylvania Hiring for Manager, Administration and Finance (Department of Otorhinolaryngology) at Philadelphia Full Time

Manager, Administration and Finance (Department of Otorhinolaryngology)

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
Manager, Administration and Finance (Department of Otorhinolaryngology)

Job Profile Title
Manager, Administration and Finance

Job Description Summary
The Manager of Finance & Admin will be responsible for the overall budgeting and financial management of payroll, Endowments, Gifts, Grant portfolio, and Clinical Trial finances for the Department of OTO. The position reports to the DOF with an indirect reporting relationship to the vice-chair of research and has two direct reports, Grants Manager B and Grants Manager A.

Job Description

The Manager of Finance & Admin will be responsible for the overall budgeting and financial management of payroll, Endowments, Gifts, Grant portfolio, and Clinical Trial finances for the Department of OTO. The position reports to the DOF with an indirect reporting relationship to the vice-chair of research and has two direct reports, Grants Manager B and Grants Manager A.

Job Responsibilities

1. Manage Sponsored Programs for the Department of Oto with collaborations with the VA and other external schools/departments:

• Manage Sponsored Programs for the Department of Oto (6-7 MIL annually): Review and approve the Proposal Development and SOMERA record for each grant submission while setting internal deadlines and ensuring on-time submission. Manage, develop, and submit the annual Sponsored Programs, Cash burn, and Clinical trial budgets to PSOM Finance.
• Prepare, Review, and approve the Proposal Development and SOMERA record for each Clinical Trial submission (including budgeting, communication with sponsors, and data entry) while setting internal deadlines and ensuring on-time submission.
• In coordination with the DOF, Develop a financial structure for the clinical trials to be presented monthly to the Chair and COO. Manage the Clinical trial portfolio (2.5 MIL annually)
• Through the department online System in conjunction with DropBox/PENN box, improve the processes of workflow, provide analysis on pending and completed submission
• Budget new awards within 30 days of receipt of the AIS after reconciling NOGA with the submitted project budget
• Generate/review monthly reports for each faculty and model grant spending, where appropriate, to ensure spending is occurring as expected and appropriate
• With the PI, assist in submitting the Progress Report (includes RPPR or eSNAP), including obtaining and incorporating information from subcontracts, beginning at least three months before the due date.
• When necessary, initiate/manage the subcontracting process, including the request, execution of documents, and Purchase Order setup (with the Financial Coordinator), and ensure timely submission of subcontractors’ invoices through timely (monthly) reminders if needed.
• Timely submission of System and application management: Monthly/Quarterly Effort reporting Approval Travel and professional expense reimbursement
• Manage budget year and project period closeout, ensuring expenses are allowable, carry forward is requested, unfreeze requests are processed, and with ORS, financial reports are filed on time
• Coordinate/communicate with other departments/schools to ensure grant information is shared appropriately and spending occurs as budget, in collaboration with the PI
• Coordinating with the DOF & COO, develop and submit the annual Sponsored Programs budget to PSOM Finance
• Assist the DOF & COO in the development of multi-year salary grids for Research-oriented faculty, including identifying faculty who may be at risk of funding gaps within two years
• In concert with the Financial Coordinator, develop a department calendar of current awards, noting progress report due dates, end dates, and account freeze dates
• Respond within one week to all grant-related requests from external departments or institutions

2. Financial Management of the Commitments and Cash Burn:

• Cash burn and department development management (Net assets of 40 Million): Manage committed dollars and Development procured through Endowments/Gifts. Report monthly to the chair of startup packages, Revenue flow, and expenditures. Advise DOF and COO on projected cash value for future endeavors.
• Participate in the financial aspect of proposal analysis in preparation of the statement of work and project estimate; ensure the final estimate is sent to the PI/contracting department for approval
• In concert with the Financial Coordinator, oversee monthly financial transactions, including billings, reconciliations, adjustments, and collections.
• In concert with the Financial Coordinator, the position will develop and manage a tracking and progress system for all active projects, ensuring that fees are collected and reports are generated comparing expenses to original estimates, with monthly reports to the COO/Chair

3. Strategic Insight for future philanthropy

• Strategic planning for CORE and center development. In coordination with the vice-chair of research, develop a Financial Plan with the Chair of Otorhinolaryngology and the director of clinical research structure and create a financial plan. Work with development and chair to present to potential donors.

4. Other duties and responsibilities as assigned, including overseeing tasks of other staff as needed/appropriate/directed and scheduling of own evaluation.

Qualifications

• Bachelor of Science and 5 to 7 years of experience or equivalent combination of education and experience is required. Master’s degree is preferred.

Job Location – City, State
Philadelphia, Pennsylvania

Department / School
Perelman School of Medicine

Pay Range
$61,046.00 – $100,000.00 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, 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

• 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.

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

To apply, visit https://wd1.myworkdaysite.com/en-US/recruiting/upenn/careers-at-penn/job/HUP/Manager–Administration-and-Finance_JR00085085

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