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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 Administrator, Wharton Visiting Student Programs

Job Profile Title

Business Administrator B

Job Description Summary

Wharton School Overview

Founded in 1881 as the world’s first collegiate business school, the Wharton School of the University of Pennsylvania is shaping the future of business by incubating ideas, driving insights, and creating leaders who change the world. With campuses in both Philadelphia and San Francisco, Wharton has over 850 staff, a faculty population of more than 235 renowned professors, and 5,000 undergraduate, MBA, executive MBA, and doctoral students. Each year 13,000 professionals from around the world advance their careers through Wharton Executive Education’s individual, company-customized, and online programs. More than 104,000 Wharton alumni form a powerful global network of leaders who transform business every day. Wharton is home to a dynamic community of staff, bringing a wide range of skills, experiences, and perspectives. To learn more, visit www.wharton.upenn.edu.

Job Description

Reporting to the Business Manager, this position provides robust administration of daily and longer-term financial operations and procurement support for multiple orgs making up the Wharton Visiting Student Programs revenue business units. This includes but is not limited to:

Oversee departmental procurement, guiding department staff on the best purchasing method for the situation and ensuring that all purchasing needs are accurately and efficiently met and consistent with university processes:

+ Review/approve and monitor/close requisitions and POs; guide the review of purchasing contracts with Penn Procurement

+ Process non-PO invoices, onboard new vendors, facilitate Service Provider Classification determinations

+ Manage all departmental credit cards (perform weekly purchasing card reallocations and monthly statement reconciliation, facilitate applications for new travel/meeting cards)

Manage incoming bank payments and assist with large volume of credit card payments, to ensure timely and accurate application of payments to student records or business unit accounts:

+ Provide support to students and parents during enrollment to ensure their ability to pay, including answering questions about fees, deposits, payment methods, and outstanding balances

+ Reconcile daily bank activities with Salesforce, and provide month-end bank payment reconciliation reporting; investigate unidentified payments and apply payments as identified.

+ Assist with credit card payment activity/reconciliation as needed

+ Facilitate the non-PO refund process, including managing supplier registration and tracking refunds for reconciliation. Work with payors to answer questions regarding refund options, and troubleshoot complex refund scenarios that may arise.

Manage large volume of student/temporary worker payroll:

+ Create job requisitions, manage Workday hiring and onboarding tasks, ensure accurate costing allocation assignments, perform payroll reallocations as required

+ Serve as timesheet timekeeper approver, monitoring for adherence to weekly hour limits

+ Answer student or business staff questions regarding hiring, onboarding, or time reporting

+ Terminate workers in a timely manner after their assignment is complete

Oversee expense reimbursement functions:

+ Manage Travel and Expense Management (TEM) to ensure correctness, completeness, and accuracy on Concur reports and compliance with University and School policies; serve as Concur default reviewer for department users

+ Provide guidance for all TEM related questions and troubleshoot any complex travel reimbursement issues

Manage or assist with school and university compliance and reporting functions:

+ Manage quarterly faculty royalty reporting process, including accurate reconciliation and recording of revenues, calculation of royalties owed, and issuance of royalty reporting and non-PO payments to applicable entities.

+ Assist with the review and completion of requests for domestic and international tax and activity reporting, fiscal year-end closing reports, etc

+ Support Business Manager as needed in the creation of annual budget and periodic budget forecasts, and other financial reporting

QUALIFICATIONS

Bachelor’s degree with 2-3 years of related experience or an equivalent combination of education and experience is required. Expected competencies include a demonstrated ability to take initiative and assume responsibility; comfort working independently as well as collaboratively; a proactive work style with strong follow-up skills; strong attention to detail and accuracy; and the ability to work effectively under pressure while remaining flexible in order to adapt quickly to changing priorities. The successful candidate will also have strong interpersonal skills and must be able to communicate effectively with a variety of stakeholders, including to enforce guidelines and protocols in a diplomatic manner. An understanding of purchasing and expense processes in a university setting is helpful, and documented experience with Penn systems (BEN, Workday, Salesforce) as well as advanced skills in Microsoft Office (particularly Excel) and Business Objects is preferred.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Wharton School

Pay Range

$55,000.00 - $68,000.00 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.

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

The University of Pennsylvania’s special character is reflected in the wide variety of backgrounds, experiences, and perspectives of the Penn community. We seek talented faculty and staff who will constitute a vibrant community and help create an educational and working environment that best supports the University’s commitment to excellence in teaching, research, and scholarship. 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.