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 Employers By State in 2021.
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.
COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the https://coronavirus.upenn.edu/ for the latest information.
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Job Description Summary
The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.
The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/
• Distribute costs to internal & external customers for direct bill utilities. Manage the allocation of non-direct bill utilities, including charging utility overhead. Determine and charge all internal and external customers of the Load Serving Entity inclusive of gross receipts & sales taxes. Determine and record the necessary utility accrual each month. Generate reports from Aim & BEN to analyze, reconcile, verify and correct costs in each system.
• Exhibit knowledge and a comprehensive understanding of established accounting policies and procedures in order to complete monthly closing process; review journal entries and process invoices using the Aim work order system and the BEN general ledger systems.
• Generate reports from Aim & BEN using Webi & Microsoft Access. Analyze, correct and allocate costs in both systems in accordance with University policy and Generally Accepted Accounting Policies (GAAP).
• Investigate and troubleshoot accounts payable and accounts receivable issues. Respond clearly, accurately and timely to inquiries from employees, managers, vendors and other University departments, such as the Comptroller's Office, Schools & Centers, Penn Medicine, and outside auditors. Demonstrate exemplary written and verbal communication skills.
• Document and maintain the FRES Payroll and Operations' Accounting procedure manuals with new processes incorporating best practices as outlined in the Business Control Model and Procure to Pay initiative. Ensure that all processes are in accordance with GAAP.
• Analyze processes and work with the accounting team and the Division to determine necessary improvements or education needed to streamline or improve processes.
• Create POs directly in BEN. Ensure that capitalized purchases are recorded correctly. Review escheat of unclaimed payments. Complete the due diligence with vendors to verify amounts. Request re-issuance or cancelation of checks based on outcome of investigation.
• Perform additional duties as assigned.
• Bachelor's degree in accounting.
• 3-5 years related experience.
• Strong knowledge of Generally Accepted Accounting Principles (GAAP).
• Proficient with accounting system software packages and spreadsheet software (preferably Excel).
• Strong oral and written communication skills.
• Familiarity with University accounting systems a plus.
***For consideration, interested candidates should submit a resume and a cover letter expressing your interest in this position, is preferred.***
Job Location - City, State
Department / School
Facilities and Real Estate Services
$43,919.00 - $66,183.00
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.
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
• 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
Penn’s academics are boosted by its inherent culture and ecosystem of innovation. You name it, if it’s cutting-edge, the University’s faculty—and students—have their hands in it. Grounded in the liberal arts and sciences and enriched by the integrated resources of four undergraduate and 12 graduate schools, Penn offers students an unparalleled education informed by inclusivity, intellectual rigor, research, and the impetus to create new knowledge to the benefit of individuals and communities around the world.