Financial Administrative Coordinator

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Financial Administrative Coordinator

Financial Administrative Coordinator

The Financial Administrative Coordinator provides comprehensive financial and administrative support to ensure efficient daily operations. This role is responsible for coordinating, monitoring, and processing all transactions related to the Cardiovascular Medicine and Penn CVI research programs. Primary function of this position is to support the Director of Fiscal Operations for Research and Cardiology/CVI Grants Managers in monitoring account spending and preparing financial data for reporting.

Maintain accurate records in compliance with University, State, and Federal regulations. Supports large research programs and labs with purchasing including using appropriate mechanisms to process all financial transactions, including purchasing, payables, receivables, and reimbursements. Ensure adherence to financial policies and procedures. Provide guidance to department contacts on proper processes and remain current on University financial policies. Perform general office duties such as filing, scheduling meetings, maintaining office equipment, assisting with the shipping & receiving of supplies, facilitate the use of university vehicles, and coordinating events.

Serve as the primary contact for outside vendors. Submit work requests for building and equipment repairs; liaise with internal and external service providers.

• Process and review transactions related to purchase orders for products/ services and scientific equipment necessary for clinical lab research and program support. Process non-PO payment and Concur expense reimbursements, providing support and guidance to Faculty and Delegates. Process service provider classification requests. Facilitate and track payments to suppliers, research and resolve delivery issues. Work collaboratively with UPHS business office personnel to provide cross purchasing support.
• Post-award grant support to senior team. Run monthly reports and send to PI via email for approvals, review reports, support GM with close-outs like closing POs, reconciliation, etc. Assist with Residual Balance paperwork, cleaning up old accounts, disable accounts. Development funds reporting, clean up accounts (close-out POs), etc.
• Responsible for attending any financial/asset trainings necessary for the position and any Cardiology/CVI staff meetings or staff updates. Works with Dir. of Fiscal Operations, other research admin staff as a team to contribute to the success of the Division and Institute. Works on year end closing activities, supports overall financial activities. There are different financial cycles…