Grant and Contract Finance Administrator

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

Grant and Contract Finance Administrator

Job Profile Title

Grant and Contract Finance Administrator

Job Description Summary

In the Division of Finance, we recognize that fostering a culture of belonging and inclusive excellence is paramount to a positive and thriving work environment; it is a business imperative. We are committed to cultivating a workplace where individuals feel valued, respected, and empowered to contribute, supporting our research, development, and operational efforts throughout the Division of Finance. This role will be critical in supporting those efforts and demonstrating behaviors and competencies that reflect Penn's values.

We take pride in the many perspectives, experiences, and backgrounds that strengthen our community, enrich our curriculum, and enhance the cultural and social life of our campus. Penn's commitment to fostering a culture of belonging is ultimately a commitment to creating a more vibrant university where our graduates are inspired and empowered to shape a better world.

As a Grant and Contract Administrator, the role will serve as a liaison between the University and funding sponsors. The role will provide service, consultation and work as intermediary between Investigators, Business Administrators and other University departments to ensure proper administration and compliance with terms and conditions of sponsored program awards for assigned portfolio of departments, Schools and Centers.

The role will review general ledger reconciliations, prepare financial statements and billings, provide guidance to the University community on grant accounting, operations and compliance; The role will also review sponsored program activity for compliance with federal circulars and University policies and procedures.

Job Description

• • Serve as liaison between the University and funding sponsors and as an intermediary between Business Administrators (BA’s), Principal Investigators (PI’s), and sponsors.

• • Initiates the sponsored programs reporting and closeout process, prepares financial statements and billings using university and sponsor reporting systems according to sponsor terms and deadlines; performs a review of general ledger (GL) activity to ensure compliance with Uniform Guidance (2 CFR Part 200) requirements and sponsor terms and conditions, including allowability, allocability, and reasonableness expense reviews, spending limits, corrected costs, revenue, benefit and indirect cost expense, special terms and conditions, payment management system (PMS) activity, and billed and unbilled accounts receivable.

• • Reviews and monitors award modifications including relinquishments, terminations, re-budgeting requests, carryover requests, no-cost extensions, and non-financial closeout requirements.

• • Provides guidance to the University community on sponsored programs administration issues. Prepares, reconciles, and closes journal entries upon closing and disabling fund accounts. Updates and audits award fund account parameters to ensure accuracy.

• • Other duties and responsibilities as assigned.

Qualifications

• • Bachelor's Degree and 3 years to 5 years of experience or equivalent combination of education and experience is required.
  • Certified Research Administrator preferred.
  • Demonstrated knowledge of sponsored programs, post-award administration, and related federal policies, procedures, and regulations.
  • Ability to work collaboratively as well as independently, handle varied work assignments, prioritize tasks, and demonstrate strong written and verbal communication skills and customer service orientation.
  • Knowledge of university systems including PennERA, BEN, and Data Warehouse preferred.
  • Excellent interpersonal, written, verbal, and presentation skills with strong attention to detail and accuracy.
  • Demonstrated ability to manage multiple priorities and competing deadlines in a fast-paced environment.
  • Must be flexible, show effective judgement and discretion in the handling of confidential financial matters.
  • Work effectively in a highly matrixed and decentralized environment with the ability to navigate ambiguity and demonstrate a commitment to fostering a culture of belonging, respect, and collaboration in a constantly evolving academic and higher education environment.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Finance

Pay Range

$55,962.00 - $72,000.00 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 protectedunder 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