Associate Director, Shared Services, Division of Finance

Pennsylvania, United States
21 Dec 2020
End of advertisement period
21 Feb 2021
Contract Type
Full Time

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.

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.

Job Description Summary

The Associate Director, Shared Services (ADSS) plays a key role in the success of research administration in the School of Social Policy and Practice (SP2), and other schools as needed. The ADSS will work closely internal partners to ensure compliance with University and federal and non-federal sponsor’s compliance requirements. The ADSS will provide day to day sponsored project administration support for SP2 or other schools including assistance with proposal preparation, proposal submission, progress report preparation and routine correspondence with sponsors. The ADSS will also support SP2 in post award financial management including preparation of expenditure reports for PIs, adjusting journal entries and monitoring expenditures, transaction approvals, PO’s, cost transfers, prior approval requests, revenue and receivable, invoicing, financial reporting, and closeouts. It is expected that the ADSS candidate will have pre-award experience as well as post award financial management experience, knowledge of federal and non-federal policies and procedures and the ability to engage collaboratively with faculty and senior administrators.

Job Description

  • Provides pre-award support to SP2 faculty including budget and proposal preparation and review to ensure compliance with sponsor guidelines.  Submit proposals and correspond with sponsors as needed post submission.  Negotiate agreements and serve as Penn AOR as needed.
  • Submit requests for material transfer and other non-monetary agreements for SP2 faculty; negotiate and manage those agreements.
  • Provide sponsored project administration support for assigned departments including but not limited to Account information Sheets (AIS’s) for accuracy which includes sponsored restrictions, subcontracts, and notifying AIS Prob if corrections are needed. Determining and requesting advanced accounts or account continuations as applicable. May include collecting and organizing data for the RPPR process.
  • Provides financial administration services to Principal Investigators including but not limited responding to sponsor communications regarding expenditure rates, preparing and distributing monthly financial reports, reviewing and monitoring and adjusting sponsored project activity such as payroll, Pcard, PO’s, supplies, cost transfers, billing, deliverables, re-budgeting, and carryovers, overspending and underspending.
  • Performs departmental sponsored project closeout reviews, ensures documentation to support expenditures are maintained in records, coordinates with ORS post award staff to review expired sponsored project funds and initiate the financial closeout and disabling process including finalizing expenditures, closing PO’s, performing charge-backs, and adjusting operating budgets.
  • Under limited supervision of ORS, performs central level general ledger reviews and reconciliations for assigned departments; prepares and certifies financial reports and billings to sponsoring agency; provides business administrators with central office grant and contract advice. Tests for accuracy, completeness and compliance with federal guidelines and/or other contractual agreements.
  • Assist with monthly variance analysis and reconciliation reviews for assigned departments.
  • Prepares and maintains financial reconciliations as required.
  • Perform additional duties as assigned


  • Bachelor's degree in accounting or other business field and 3-5 years of experience or equivalent combination of education and experience is required.
  • Experience in general and sponsored project accounting practices are required.
  • Post Award Financial Administration experience preferred
  • Strong excel skills are required.
  • Strong organization skills preferred
  • Experience with BEN Financials, WorkDay, Business Objects, Federal and non-federal sponsors, and University guidelines/policies is strongly preferred.
  • Excellent interpersonal and communications skills are required.
  • Ability to work independently, under the pressure of deadlines, demonstrate attention to detail and a proactive work style.
  • Please include a cover letter and resume with your online submission

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Finance

Pay Range

$50,684.00 - $91,232.00

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.

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.

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