Associate Director of Administration & Finance (Division of Infectious Diseases) - University of Pennsylvania

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

Associate Director of Administration & Finance (Division of Infectious Diseases)





Job Profile Title

Associate Director E, Research, Clinical





Job Description Summary

The Associate Director of Division Administration and Finance (ADAF) will oversee the non-clinical and support clinical administrative and financial activities of the Division of Infectious Disease in the Department of Medicine including $30M annual budget in grants, gifts and endowments and over 35M in other university funds. This person will have full responsibility for the administration of research-related funds, gift and endowment funds, ADAF and operating funds within ID. The ADAF will also provide support to the DDA and Financial analyst on clinical financial activity. The ADAF will provide high level review of all Infectious Disease research funding on a monthly basis, provide financial oversight and planning which includes the annual budget process, monitoring, managing, reporting and projecting expenses during the year and taking the lead to prevent or solve financial issues as they arise. The candidate will direct and manage all business processes for faculty and personnel including managing salaries; purchasing; budget administration; pre and post award grant administration, including day-to-day business operations. This position will provide leadership, professional development and supervision to grants manager(s), grants coordinator and other business office staff.


The ADAF will strategize with faculty and fellows on financial management of their research portfolios; suggest funding opportunities, advise on potential funding issues; will work on the more complicated grants including training grants and program project with multiple sub-contracts. Ongoing responsibilities include (1) oversee the development and administration of grants and operational budgets and manage post award activities including account setup, monitor and review of all sponsored projects expenditures including fund projections; (2) monitor and enforce compliance with sponsor guidelines and OMB Uniform Guidance; (3) maintain salary grids to ensure faculty and staff are paid correctly; (4) review and pre-certify all effort reports of faculty and staff. Administrative oversight of human resource functions, payroll and procurement approvals.


Additional duties can also include provision of business services: computing services; facilities management; recruitment; interfacing with a large number of collaborators in the US and globally, and overseeing material transfers, IRB, and IACUC submissions. The ADAF will report to the Director of Division Administration for Infectious Disease and have an indirect reporting relationship the Chief Research Administrator for the Department of Medicine.





Job Description


Job Responsibilities



+ Oversight and management of all administrative and financial activities of the Division of ID and works with the Division Chief as administrative and financial partner. Manage monthly tracking of all division University financial fund management, provide variance analysis of actuals compared with budget. This includes responsibility for establishing and monitoring administrative policy; overseeing human resource functions, including managing salaries for all University personnel within the Divisions; providing leadership, professional development, and supervision to all staff, including training, mentorship and compliance oversight of research. Oversight of endowments, gifts and discretionary accounts. Develop business models scenarios and projections for new business units and expanding research programs.


+ Financial responsibilities include financial modeling, develops financial strategies by estimating, forecasting, and anticipating requirements, trends, and variances; aligning monetary resources; developing action plans; measuring and analyzing results; initiating corrective actions; minimizing the impact of variances. Support and provide cost analysis and report preparation across all division.Collaborate with Director of Division Administration on financial analyses and projections associated with faculty productivity, compensation and incentive programs.


+ Representative of the division for all University meetings conducted by department, School and University. Point of contact for all faculty and staff regarding specific HR issues, time off, FMLA, performance management/ discipline, position discontinuation, departmental, School and University policies in collaboration with Director of Division Administration. Administrative oversight of human resource functions, payroll and procurement approvals.


+ The ADAF will manage the divisional grant management team and provide administrative leadership for divisional faculty practice operations and finance. Provide leadership, professional development and supervision to grants manager, grants coordinator and other business office staff. This position will work directly with faculty, and administrators to monitor and ensure compliance and efficiency of grant activity, fiscal resources and controls. The ADAF will be proficient in all electronic systems (PD, PennERA, Ben Financials. Business Warehouse, Hyperion) as well as utilizing reporting tools to develop and maintain metrics to enhance grant management.


+ Lead the annual sponsored project budget process, monthly reconciliations, and re-projections of for the current year. Meet with Director of Division Administration and Division Chief to review priorities and budget targets. Utilize annual budget process to project future staffing and resource needs for 3-5-year time horizon. Manage annual SALINC budget process in collaboration with Chief and DDA.


+ Coordinate research space management for the Division in collaboration with Associate Director of Space Planning.


+ Other duties and responsibilities as assigned





Qualifications



+ Master's degree and 5 to 7 years of experience or equivalent combination of education and experience is required.







Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Perelman School of Medicine





Pay Range

$74,476.00 - $130,000.00 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, as well as internal and market factors and grade profile.










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.




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



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on 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.