Business Office Support Assistant (Department of Cancer Biology)

University of Pennsylvania Philadelphia, PA Full-time Administration / Clerical

Posted on May 17, 2024

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Business Office Support Assistant (Department of Cancer Biology)

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

Provide financial and operational support within the Business Office for the Department of Cancer Biology (CBIO), the Abramson Family Cancer Research Institute (AFCRI), and the Penn Center for Genome Integrity (PCGI). Assist in data entry across systems that support business office activity. Scan and file financial documents in conjunction with the electronic filing system of the Business Office. Process updates to our chart of accounts file and maintain consolidated Business Office and deliverables calendar. Provide primary support in scheduling of meetings, preparation of presentations, coordinating guest visits, and other related duties as necessary. Assist with the summer Career and College Readiness Internship @ Penn Medicine by reserving locations, setting up guest appearances, escorting participants to various destinations around campus, and working with Human Resources to get PennCards, PennKeys, and handle other logistical needs relative to student participants and intern supervisors. Generally support business office processes, including support of sponsored programs, operating and strategic investment funds, gifts, endowments, discretionary funds, etc. Provide general support of human resources function.

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
Assist with the summer Career and College Readiness Internship @ Penn Medicine program
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 data required.
Ability to manage competing deadlines required.
Flexibility to learn new systems and adjust to new policies/procedures required.

Job Location - City, State
Philadelphia, Pennsylvania
Hybrid eligible

Department / School
Perelman School of Medicine

Pay Range
$17.98 - $24.00 Hourly 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.

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/Biomedical-Research-Building-2---4th-Floor/Business-Office-Support-Assistant--Department-of-Cancer-Biology-_JR00089400-1

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Business Office Support Assistant (Department of Cancer Biology)

University of Pennsylvania

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