Associate Director, Administrative & Fiscal Ops (Department of Medicine) - University of Pennsylvania

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

Associate Director, Administrative & Fiscal Ops (Department of Medicine)





Job Profile Title

Associate Director E, Research





Job Description Summary

This position reports to the Director, Administrative & Fiscal Operations, and provides a lead support role for the department's university and PSOM fiscal operations. This includes direct support of core activities including monitoring financial and administrative policies, reconciliation, accounting, and management of non-sponsored University funds (gifts, endowments, discretionary funds) and corresponding financial operations. This position will have shared administrative responsibility in key areas including Workday governance and routine audit of financial systems access and security roles across the Department.

This position provides support in oversight of compensation and payroll activities, expense reimbursement, purchasing, regular financial reporting for non-sponsored projects, and routine reconciliation of faculty commitments, as well as assisting in preparation of annual budgets and forecasts. The Associate Director will supervise finance personnel, ensuring staff effectiveness and providing opportunities for coaching and development as needed. The incumbent will make recommendations for policy and procedure updates to ensure compliance with department/PSOM/University guidelines and to streamline processes within the Central business office. This will include documentation and maintenance of SOPs and related knowledge-building resources.

This position will support the Director, Administrative & Fiscal Operations, with decision-making in key areas of financial management and strategic planning within the department, including financial modeling and multi-year planning. Engagement and knowledge of all three components of the mission (clinical, research, and teaching) will be required.


The ideal candidate will posses:

*knowledge and experience in academic finance, leadership, and operational effectiveness

*ability to work cross-functionally in a heavily matrixed environment

*demonstrated experience managing complexity

*demonstrated experience collaborating with internal/external stakeholders

*knowledge of University policy and procedure

*strong technical skills, particularly Microsoft excel and Workday HCM

*strong written communication skills, professional judgment, and a high level of adaptability and accountability





Job Description


Job Responsibilities



+ Provide monthly high-level review of all university funding. Supporting role for oversight and management of University financial operations including monthly close process and review, analysis, and distribution of financial information. Routinely prepares and distributes financial information for internal administration. Assist with providing consolidated variance explanations to Senior Leadership. Work with divisions to ensure and maintain accuracy of financial statements.


+ In collaboration with the Director, serve as primary point person for annual salary increase process for staff and provide operational support for faculty salary increase program. Centralized oversight of compensation in Workday, including monitoring and reporting on Central salary expense, routine audits of divisional compensation plans and payroll reports. Work with divisions as necessary to understand significant variances in faculty salary (University and Clinical).


+ Primary approver of purchasing functions and expense reimbursements in excess of divisional approval limits. Collaborate as necessary with the Associate Director of Space Planning on expenses related to capital equipment and projects. Liaison with University and PSOM administration with respect to procurement and disbursement activities.


+ Provide recommendations for policy and procedure updates to ensure compliance with department/PSOM/University guidelines and to streamline processes within the Central business office. This will include documentation and maintenance of SOPs and related knowledge-building resources. Subject matter expert regarding departmental policies, helping to socialize best practices across divisions. Will assist with training and learning development for finance personnel across the department as necessary.


+ In collaboration with the Director, provide shared oversight of organizational hierarchies in Workday as well as related security roles. Responsible for routine audits of access to financial systems and security roles across the department to maintain operational integrity and effectiveness.


+ Maintain documentation and tracking for departmental funding commitments for the purposes of department development and strategic planning. Support the Director with decision-making in key areas of financial management, analysis, and planning within the department, including financial modeling and multi-year planning.


+ Assist with coordination, assignment, and execution of special projects as directed. May include preparation of presentations and reports for internal audiences.


+ Other duties and responsibilities as assigned





Qualifications





+ Bachelor of Science, Bachelor of Arts, and 7 to 10 years of experience or Masters of Science, Masters of Arts, and 5 to 7 or equivalent combination of education and experience is required.







Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$74,476.00 - $138,391.00 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



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.