Financial Coordinator

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

Financial Coordinator

Job Profile Title

Financial Office Administrative Assistant B

Job Description Summary

This position reports to the Payroll Supervisor to assist in the daily operation of the department. Daily operational responsibilities include processing invoices, ensuring correct time entries for union employees, and reviewing and approving purchase requisitions. This position plays a key role in supporting the department's financial and administrative operations by ensuring the accurate, timely, and compliant processing of payroll, procurement, and accounts payable activities.

The incumbent is responsible for reviewing and processing invoices, validating union payroll transactions, reviewing purchase requisitions for policy and budget compliance, reconciling financial and operational data, and resolving discrepancies to maintain the integrity of financial records.

Working closely with Payroll, Finance, Procurement, department managers, and external vendors, this position serves as a critical resource in ensuring operational efficiency, maintaining strong internal controls, and supporting compliance with organizational policies, financial procedures, and collective bargaining agreements. The role also prepares reports, maintains accurate documentation for audits and financial reviews, and identifies opportunities to streamline administrative and financial processes to improve service delivery and operational effectiveness.

Job Description

Job Responsibilities:

+ Ensure timely, accurate, and compliant processing of invoices while supporting strong vendor relationships and financial controls.

+ Review, verify, and process invoices in accordance with established procedures and payment deadlines.

+ Ensure invoices are properly coded and supported by appropriate documentation.

+ Coordinate with vendors and internal departments to resolve invoice discrepancies promptly.

+ Maintain accurate invoice records for audit and reporting purposes.

+ Support efficient procurement operations by reviewing purchase requisitions for completeness, compliance, and budget alignment.

+ Review purchase requisitions for required approvals and supporting documentation.

+ Verify purchases comply with procurement policies and departmental budgets.

+ Communicate with departments regarding incomplete or inaccurate requests.

+ Identify opportunities to improve purchasing workflows.

+ Support accurate and timely union payroll processing while ensuring compliance with collective bargaining agreements and payroll policies.

+ Review daily employee time punches against approved timecards.

+ Verify payroll transactions comply with union contract provisions and payroll guidelines.

+ Resolve payroll discrepancies with supervisors and Payroll before payroll deadlines.

+ Maintain complete payroll documentation and records.

+ Support financial accuracy by reconciling operational data, resolving discrepancies, and maintaining reliable financial records.

+ Assist with routine reconciliations across financial and operational systems.

+ Investigate discrepancies involving invoices, payroll, and purchasing transactions.

+ Coordinate with internal stakeholders to resolve outstanding issues.

+ Prepare supporting documentation for audits and financial reviews.

+ Provide high-quality administrative support by maintaining organized records, producing accurate reports, and identifying opportunities to improve operational efficiency.

+ Maintain accurate financial and administrative records.

+ Prepare recurring and ad hoc reports for management.

+ Monitor administrative processes and recommend…